Title: Admin Assistant
Location: North Chicago, IL, 60064
Duration: 3–6 months (extension possible based on performance)
Work Schedule: Varies — may include remote work, hybrid (3:2), or full onsite depending on assignment
 
Role Overview
The Admin Assistant IV will join the STAR Program to provide flexible administrative support to various leaders across the organization. This is a dynamic, on-call role — ideal for experienced, proactive admins who can quickly adapt to new teams, leadership styles, and assignments.
You may be assigned to support executives temporarily — for example, when other admins are on leave, during high-volume projects, or as interim coverage. Assignments may vary in length and schedule, and while some may be full-time, there may be periods with fewer hours.
 
Note: This is a temporary role under the STAR Program. While direct FTE conversion is not guaranteed, strong performance can open doors to future opportunities within the organization.
 
Key Responsibilities

• Administrative Support
  • Manage calendars, schedule meetings, book travel, handle correspondence, and coordinate couriers.
  • Process expense reports using Concur and manage travel logistics.
  • Organize team events, meetings, and training sessions.
  • Prepare presentations, business documents, and meeting materials.
  • Set up Teams Meetings and Telepresence sessions.
• Executive & Departmental Support
  • Provide administrative assistance to SVPs, VPs, Directors, Managers, and other leaders.
  • Monitor calendars, proactively resolve scheduling conflicts, and exercise sound judgment.
  • Maintain departmental files and follow compliance procedures (security, branding, purchasing, etc.).
  • Handle confidential and sensitive information with discretion.
• Program Support & Flexibility
  • Take on multiple assignments simultaneously when needed.
  • Step in to cover for other admins during absences (vacation, medical leave, etc.).
  • Adapt quickly to different teams and leadership styles.
  • Support onboarding and office setup for new employees.
  • Participate in STAR Admin training and shadowing before assignments.

 
Qualifications & Experience

• Education: Some college preferred.
• Experience:
  • Minimum 5+ years of executive administrative support experience.
  • Pharma or CRO experience strongly preferred.
• Technical Skills:
  • Intermediate to advanced Microsoft Office Suite, Concur, SharePoint, Visio/OrgPlus.
  • Strong understanding of business processes and administrative workflows.
• Mindset:
  • “Make it happen” attitude with strong problem-solving skills.
  • Fast learner, adaptable, and able to work independently.

 
Leadership & Interpersonal Skills

• Understand tasks, deadlines, and expectations clearly; communicate proactively.
• Ask for clarification when needed and provide status updates regularly.
• Demonstrate accountability and own mistakes.
• Build trust quickly across all levels, influence without authority, and manage relationships diplomatically.
• Balance multiple priorities while maintaining strong working relationships.
• Comfortable working under varying leadership styles and shifting assignments as needed.

 
Behavioral Preferences

• Adaptable and teachable with a growth mindset.
• Detail-oriented and organized.
• Strong project management and prioritization skills.
• Professional, flexible, and able to build trust quickly.
• Comfortable working closely with all levels of leadership.
• Acts as a professional ambassador of the STAR Program.

 
 
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.