New

Administrative Assistant

Spectraforce Technologies
United States, Illinois, Lake Forest
Feb 22, 2025
Job Title: Administrative Assistant Duration: 12 months Location - Lake Forest IL 60045 \|Hybrid 3 onsite-2 WFH Team: US Patient Services Leader: Head of Marketing Aimee Marx Job Duties: * Various technology and training available for anyone looking to expand and improve their current skill levels; * Leadership support to drive your career into areas of interest to meet your passion and career goals; * Flexible schedules in many cases, dependent on specific team; * Collaborative team environment, creating a positive experience for those working at ; * Inter-campus shuttles to get you from building to building with on-demand service to allow you to make the most of your workday; * Complimentary shuttle service from the Metro to the campus (depending on the region/campus); and * Complimentary coffee service throughout locations (depending on the region/campus). Key Responsibilities include, but are not limited to, the following: * Provides general administrative support. May provide back-up support to higher-level management, as needed. * 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 and Expense website and employee performance management systems (as applicable). * Coordinates new employee office set-ups and onboarding. * May train/coordinate work for new administrative assistants. * Responsible for all administrative functions for Head of Marketing-US Patient Services, such as: o Answering phones; o Calendar management, proactively solving conflicts; o Handling Teams/Zoom and general TelePresence setups and acting as liaison for remote access issues; o Scheduling travel and processing expense reports; o Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments; o Ordering office supplies; o Processing invoices; o Meeting/event planning and catering; o Creating or modifying business documents; o Preparing presentations from source materials; o Preparing binders and other large copy requests; o Requesting publications/articles; o Onboarding various contracted vendors; and * Operates with general instruction and some supervision. * Safeguard's confidential information. Leadership and Interpersonal Skills: * 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. * Challenges the team to always do better. * 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. Requirements: * Some college preferred. * Some leadership or supervisory experience desired. * Experience working in pharmaceutical company or CRO strongly preferred. * 7+ years previous admin experience supporting executives. * Must have intermediate-to-advanced knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus 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 Basic Job Duties : Calendaring management Expense Reports Team Meetings/Agenda (Project management Skills) ensuring that when meetings occurs does all follow-ups, onboarding and offboarding at any level, pulling together content for large scale meetings PowerPoint or working in excel-anything Microsoft Product expense reports-specifically for offsite meetings Travel-less than 10-15% of the job, booking hotel rooms, organized, works with every brand and a large marketing team, agility is important, culture club-ensure everyone shows up to meeting and coordinate. Planning/Travel/Catering. At SPECTRA FORCE, 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.