Position Title: Administrative Assistant
Work Location: Lake County, IL (Mettawa) (60045)
Assignment Duration: 1 Year (Possible Extension)
Work Arrangement: Hybrid Tues-Thursday Onsite, M/F WFH. May need to be onsite more than 3 days away based on business needs

Position Summary: Provides administrative support to the Marketing business, supporting the US Brand Lead, Senior Director of Marketing, two Directors, and back-up for the other executive assistant.
Key Responsibilities:

• Responsible for all administrative functions of the department: calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating, or modifying business documents, preparing presentations from source materials, handling Teams, Zoom and Telepresence setups, acting as a liaison for remote access issues and work collaboratively with other admins in the department.
• Provides general administrative support. May provide back up support to higher-level management as needed.
• Effectively monitors manager and team calendars, proactively solves conflicts
• Responsible for compliance with applicable Corporate and Divisional Policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
• Interacts with high-level executives and handles confidential or business-sensitive information.
• May include some support for tracking budget expenditures.
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
• Uses and understands Microsoft Office Suite, and other business-specific software, including the Corporate Travel Web site
• Coordinates new employee office set-ups and onboarding.
• May train/coordinate work for new administrative assistants.
• Operates with general instruction and some supervision
• Safeguard’s our organization confidential information
• Fully understand assigned tasks and any associated expectations
• Ask for clarification as needed
• Understand the deadlines and deliverables
• Communicate any obstacles that prevent completion of any deadline
• Provide status updates prior to any deadline
• Be a good listener
• Demonstrate strong Problem-Solving Skills
• Be Accountable and Responsible for actions/mistakes
• Challenges the team to always do better
• Develops an understanding of business partner needs, offers collaboration, and follows through on commitments
• Prioritizes own work, balancing multiple requests for assistance. Establishes good working relationships with client areas; builds rapport and trust with others
• Some project management
• Meeting planning; some tradeshow or exhibit coordination desirable
• Be competent and fully knowledgeable about common processes and applications such as:
• Outlook: Calendaring, Emails
• Microsoft Office: Word, PowerPoint, Excel
• SharePoint, Microsoft Teams
• Telepresence including Teams and Zoom
• Ordering and maintaining Office Supplies
• Support catering requests
• Space planning and moves
• Onboarding including equipment (computer, phone, docking station, etc.)
• Event planning for appropriate staff and team meetings including SOWs, POs, MSAs, ACRs, P-Card use
• New productivity technologies as released (i.e., Teams)
• Travel Tool- Concur-Travel & Expense
• Conference Room Reservation Site
• Utilize our organization Internal Training & Resources. Training outside of our organization will be at the managers discretion.

Qualification & Experience:

• Some college preferred.
• Some leadership or supervisory experience desired
• Experience working in pharmaceutical company or CRO strongly preferred.
• 5+ years previous admin experience supporting executives
• Must have Intermediate to advance knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements
• “Make it happen” spirit & attitude as well as persistence.
• Learns fast, grasps the "essence" and can change course quickly where needed
• What is a nice to have (but not required) regarding skills, requirements, experience,
• Experience with Marketing trade shows
• Health industry/Medical Device
• Pharma/biotech
• Does this position offer the ability to work remotely on a regular basis or is it an on-site role? Onsite 3 days a week
• Is the worker onshore or offshore? onshore
• Will there be Domestic and/or International Travel? If yes, list proposed countries and % of time travelling: No
• Reason for opening: backfill

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 28.00/hr.