Position Title: Senior Administrative Assistant
 Work Location: North Chicago, IL (60064)
 Assignment Duration: 1 Year (If meets business needs, may extend further than 1 Year)
 Work Arrangement: Onsite with some occasional WFH but will be required to be in office for most of the week. Schedule can be determined and discussed with assignment manager.
Position Summary: Role includes all administrative functions of the Corporate Communications (CC) department: managing calendars, scheduling travel, managing correspondence, scheduling couriers, process expense reports, planning meetings/events, creating or revising business documents, assist in preparing presentations from source materials, handling virtual/teleconference meetings (MS Teams)
 Background & Context:

• STAR Program Contractor Request
• Team: Corporate Communications (Corporate Affairs)
• Need: Admin IV
• Possible FTE: Contract Only. FT position TBD
• Type of Position: Admin Assistant IV
• Reporting: Vice President Corporate Communications
• Supporting: the VP and Corp Comms team
• Job Duties: traditional administrative support, including calendaring for VP and some calendaring for direct reports. Very frequent spiral book assembling. Occasional proof reading. See JD for more.

 
Key Responsibilities:

• Provides advanced administrative support to VP level or equivalent. Light admin support for VP direct reports: scheduling larger meetings, planning food/sourcing location(s), pulling together materials for larger meetings
• Planning and logistics support for CC all-staff meetings
• Veeva Project Management –general project management across the Corporate Communications (CC) leadership team (LT), e.g., helping to track with deliverables, plans, decks, etc.
• Management of files on CC Teams channel –e.g., helping us archive and keep team-related items organized and up-to-date
• Uses intermediate to advanced software skills to perform assigned work. Uses and understands Microsoft Office Suite and other business-specific software, including Corporate Travel website (Domestic and International travel) and other programs
• Assist with entering and tracking media inquiries into department database
• Pull media articles, full text of stories, media monitoring reports, broadcast clips, etc.
• Proficient at proofreading
• Manage printing, binding and deliverables to C-Suite executives of CC materials
• Support for hard copy pre-reads and CEO briefings
• Consistently handles confidential or business-sensitive information
• Coordinates new employee office setups and onboarding

 
Qualification & Experience:

• Minimum three (3) years of administrative assistant-related experience. High School diploma or equivalent
• Experience providing support to a VP level or equivalent
• Intermediate to advanced knowledge of Microsoft Office Suite, Outlook, Adobe Acrobat, understanding of business processes and requirements
• Self-starter able to function at a high-level with general instruction
• Builds strong relationships with peers and cross-functionally with partners outside of assigned group, as necessary, to enable effective and efficient Corporate Affairs operations
• Team-oriented, can-do attitude and desire to be productive contributor to overall organization
• Learns quickly and can change course quickly when needed
• Open to suggestions and innovation for improvement
• Professional demeanor and ability to maintain confidentiality.

 
 
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.