Administrative Assistant

3 days ago

North Chicago, United States Collabera Full time
Description
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Administrative Assistant

Contract: North Chicago, Illinois, US

Salary: $28.00 Per Hour

Job Code: 356083

End Date: 2024-12-19
Days Left: 16 days, 2 hours left

Apply

Core Responsibilities:
  • Provide general administrative support to the executive team and department, with potential to back-up higher-level management as needed.
  • Effectively monitor and manage manager and team calendars, proactively resolving scheduling conflicts.
  • Ensure compliance with applicable Corporate and Divisional Policies and procedures, including purchasing, security, privacy, branding, and copy center activities.
  • Interact with high-level executives and manage confidential or business-sensitive information with utmost discretion.
  • Support tracking and monitoring of departmental budget expenditures.
  • Coordinate and maintain departmental files in compliance with corporate and government regulations.
  • Utilize MS Office Suite and other business-specific software, such as the Corporate Travel Web site, to perform tasks efficiently.
  • Oversee new employee office setups and onboarding processes.
  • Train and coordinate the work of new administrative assistants as needed.
  • Operate with general instruction and some supervision, safeguarding the company's confidential information at all times.

Leadership and Interpersonal Skills:
  • Comprehend assigned tasks and related expectations clearly, seeking clarification when necessary.
  • Understand deadlines and deliverables, communicating any obstacles in meeting deadlines promptly.
  • Provide regular status updates prior to deadlines.
  • Demonstrate strong problem-solving skills, accountability, and responsibility for actions and mistakes.
  • Encourage team improvement and challenge the team to excel.
  • Develop a strong understanding of business partner needs, collaborate effectively, and follow through on commitments.
  • Prioritize work efficiently, balancing multiple requests for assistance.
  • Establish and maintain good working relationships with client areas, building rapport and trust with others.
  • Engage in project management and meeting planning, with some coordination of trade shows or exhibits desirable.

Technical Skills, Knowledge, and Training:
  • Proficient in common processes and applications such as Outlook (Calendaring, Emails), MS Office (Word, PowerPoint, Excel), SharePoint, MS Teams, and telepresence tools (Teams and Zoom).
  • Manage ordering and maintaining office supplies, supporting catering requests, and space planning and moves.
  • Coordinate onboarding, including equipment setup (computer, phone, docking station, etc.).
  • Plan and execute events for staff and team meetings, including managing SOWs, POs, MSAs, ACRs, and P-Card usage.
  • Adapt to new productivity technologies as released (e.g., Teams).
  • Utilize the Travel Tool, Concur-Travel & Expense, and Conference Room Reservation Site.
  • Access and utilize internal training and resources, with external training at the manager's discretion.

Requirements:
  • Some college education preferred.
  • Previous leadership or supervisory experience desired.
  • Experience working in a pharmaceutical company or CRO strongly preferred.
  • Minimum of 5 years of administrative experience supporting executives.
  • Intermediate to advanced knowledge of MS Office Suite, Concur, SharePoint, Visio or OrgPlus, with an understanding of business processes and requirements.
  • Demonstrates a proactive "make it happen" spirit and attitude, with persistence and adaptability.
  • Quick learner, capable of grasping the "essence" of tasks and adjusting course as needed.

Nice to Have:
  • Experience with marketing trade shows.
  • Background in the health industry/medical device sector.
  • Experience in pharma/biotech environments.

Job Requirement
  • Administrative
  • Executive Admin
  • Executive Administrative Assistant
  • Concur
  • Sharepoint
  • Excel
  • Calendar Management
  • Travel Management
Reach Out to a Recruiter
  • Recruiter
  • Email
  • Phone
  • Anwesha Mohapatra
  • anwesha.mohapatra@collabera.com

Apply NowLearn More

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