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Administrative Assistant

3 months ago

Kankakee, United States RTA US Full time
Job DescriptionJob Description

Russell Tobin & Associates is currently seeking an Administrative Assistant for one of our global biopharmaceutical clients in the Kankakee, Illinois area. Apply today for immediate consideration.

Job Title: Administrative Assistant

Pay: $23.00 - $25.00/hr | Based on Experience

Duration: 6-month contract | Potential to Extend and/or Convert

Schedule: Monday – Friday // 40hrs/week

Location: Onsite | Kankakee, IL

The Administrative Assistant provides on-site administrative support to the Senior Director of M2U and is vital to the department's overall efficiency. This role encompasses a wide range of activities and projects, requiring exceptional anticipation skills and the ability to make logical, analytical decisions.

Key Responsibilities:

  • Administrative Support: Work closely with the Senior Director of M2U, providing assistance such as creating reports, documents, and presentations; drafting memos; preparing communications; tracking departmental metrics; and performing duties on behalf of the Senior Director.
  • Task Management: Prioritize and execute tasks with minimal direction or supervision. Handle sensitive and confidential information with discretion and professionalism. Plan and organize work to ensure the Senior Director's priorities are met, organizational goals are achieved, and best practices are upheld.
  • Clerical Tasks: Compile and prepare information using MS Office, including correspondence, reports, tables, and analysis. Proactively manage calendars, schedule meetings, organize events, and coordinate meeting logistics, including room setup and catering. Assist with projects involving employee engagement.
  • Special Projects: Take the initiative and independently manage special/administrative projects. Develop strategies to increase employee engagement and create a positive work environment.
  • Meeting Coordination: Attend staff meetings, prepare meeting agendas, and take meeting minutes. Update eBoards, the monthly newsletter, and the monthly Business Review. Maintain email distribution lists. Provide positive presence and excellent support with communications and in-person meetings.
  • Travel Arrangements: Arrange domestic and international travel, including flights, hotel accommodations, and transportation.
  • Expense Management: Ensure efficient processing of operational expenses. Monitor and manage expenses to align with budgetary constraints and company policies. Perform minor accounting duties, complete check requests, enter purchase requisitions into Ariba, track and receive orders, and process invoices for payment. Review open purchase orders and reconcile monthly company credit card statements.
  • Expense A.R. Maintenance: Maintain the facility's Expense A.R.s, review, assign, route, and track Expense A.R.s for processing. Verify the bidding process, single-source memos, and other documents, compile documents, and send through DocuSign for electronic signatures. Ensure documents are sent to finance for final processing and set up in SAP.
  • Interaction and Collaboration: Interact with staff, senior-level managers, executives, external partners, and consultants. Ensure the smooth and efficient flow of day-to-day operations, working closely with other administrative staff and supporting colleagues as needed.
  • Independent Work: Work independently and proficiently, anticipating pressing priorities and responding to unforeseen hurdles with urgency and practical business judgment. Ensure deadlines are met and adapt to changing priorities.
  • Work Environment: Provide a positive and equitable working environment emphasizing the organization's Values of Customer Focus, Innovation, Integrity, Collaboration, and Superior Performance. Comply with the company's Safety Program requirements, including Health and Safety mandates and OSHA requirements.

Qualifications:

  • 2+ years in a comparable position in a global organization
  • Associate degree required; Bachelor’s degree preferred
  • Certified Administrative Professional (CAP) certificate a plus
  • Proficient in MS Office (Word, Excel, and PowerPoint) and related software
  • Strong oral and written communication skills, including interpersonal communications, writing, facilitating, and public speaking; tact and diplomacy in dealing with others
  • Strong strategic thinking and problem-solving skills
  • Professionalism in dealing with sensitive and confidential information and upholding strict confidentiality
  • Ability to work in a dynamic, team-oriented, fast-paced environment while being proactive, flexible, and independent
  • Time management and organization skills with meticulous attention to detail and accuracy

Key Competencies:

  • Communicates effectively
  • Collaborates
  • Instills trust
  • Customer focus
  • Plans and aligns
  • Resourcefulness

ABOUT US:

Russell Tobin is a leading minority-owned professional and technical recruitment and staffing advisory organization.

We are comprised of specialized practices focusing on a variety of skill sets and industries. Having a depth and breadth of industry expertise, our subject matter experts are able to provide tailored and swift sourcing solutions to fulfill client hiring needs. In other words, we connect top talent with companies.

As a certified minority-owned business, Pride Global and its affiliates - including Russell Tobin, Pride Health, and Pride Now - are committed to creating a diverse environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, pregnancy, disability, age, veteran status, or other characteristics.

Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.