Position Title: Administrative Assistant IV
Work Location: 1 N Waukegan Road North Chicago, Illinois, 60064
Assignment Duration: 6 Months (Potential Extension)
Work Schedule: WFH Model (3:2)
Work Arrangement: Hybrid
Position Summary:
Provides Advanced admin support to the team. Responsible for compliance with applicable Corporate and Divisional policies and procedures, including expense and travel policies.
Background & Context:
Our organization provides a vast array of opportunities for an individual looking for an organization with whom they can flourish and develop their careers in a variety of directions. This role supports the IRA Strategy Team within a collaborative corporate environment.
Key Responsibilities:

• Provides Advanced admin support to the team
• Responsible for compliance with applicable Corporate and Divisional policies and procedures, including expense and travel policies.
• Interact with high-level executives and handle confidential or business-sensitive information.
• May include some project management as applicable
• 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 and Expense website
• Responsible for all administrative functions for IRA Strategy team, such as:
• Calendar management, proactively solving conflicts.
• Maintaining a team roster
• Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues.
• Scheduling travel and processing expense reports.
• Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments.
• Ordering office supplies.
• Processing invoices.
• Meeting/event planning and catering.
• Creating or modifying business documents.
• Preparing presentations from source materials.
• Preparing binders and other large copy requests.
• Requesting publications/articles.
• Onboarding various contracted vendors; and
• Operates with general instruction and some supervision.
• Safeguard’s our organization's confidential information.
• Fully understands assigned tasks and any associated expectations.
• Asks for clarification, as needed.
• Understands deadlines and deliverables; communicates obstacles that prevent completion of deadlines; provides status updates prior to deadlines.
• Demonstrates strong problem-solving skills.
• Accountable and responsible for actions/mistakes.
• Anticipates situational needs and takes initiative
• Ability to execute with high attention to detail
• Prioritizes own work, balancing multiple requests for assistance.
• Establishes good working relationships with client areas.
• Builds rapport and trust with others; possesses good listening skills.

Qualification & Experience:

• Some college preferred.
• Some leadership or supervisory experience desired.
• Experience working in pharmaceutical company or CRO strongly preferred.
• 2 + years of previous administrative experience supporting executives preferred.
• Must have intermediate-to-advanced knowledge of Microsoft Office Suite, Concur, SharePoint or Visio and understanding of business processes and requirements.
• “Make it happen” spirit and attitude as well as persistence.
• Learns fast, grasps the “essence,” and can change course quickly, where needed.

  
 
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: $ 30.00/hr.