Administrative Associate

4 weeks ago


Chicago, United States The Larko Group Full time

Administrative Associate

The Administrative Associate plays a pivotal role in ensuring the smooth operation of the Chicago office for this growth-oriented pharmaceutical company. This dynamic position goes beyond traditional reception duties, encompassing the coordination of office systems, management of conference rooms, and upkeep of office facilities. The role requires a proactive approach to support company operations, taking ownership of various administrative tasks and ad-hoc projects that keep the office running efficiently. As the first point of contact for visitors and staff, you are a key contributor to fostering a welcoming and productive environment.

This is a Temporary-to-Hire opportunity

Responsibilities

  • In the office daily to answer telephones, greet and welcome guests.
  • Manage all incoming and outgoing mail.
  • Assists with the shipping needs of all departments and manages the FedEx account along with the mailroom.
  • Manage conference rooms and meetings, including scheduling, catering, and logistics.
  • Work with hotel and other outside properties to facilitate meetings (meeting space, food, and beverage).
  • Coordinates service requests with the executive team as needed.
  • Create, edit, and proofread company documents in Microsoft Word, PowerPoint, and/or Excel as requested.
  • Assist with the onboarding of new hires including first-day logistics such as seat assignments and conducting the office tour.
  • Schedule on-site and virtual interviews for various departments and manage Xeris recruiting inbox.
  • Coordinate on-site interviews and ensure all candidates have a positive experience.
  • Assist HR with employee engagement initiatives such as birthday/anniversary events and employee gifts.
  • Work closely with Facilities Coordinator regarding inventory, ordering, stocking, and other duties related to maintaining a professional work environment.
  • Perform all other admin duties and ad hoc projects as required.

Ideal Experience

  • Bachelors degree or equivalent experience.
  • 1-3 years of experience in a professional setting.
  • Maintain a high level of confidentiality.
  • Manage multiple and sometimes conflicting priorities in a fast-paced and demanding environment.
  • Proven record of excellent internal and external customer service.

#117739

The Larko Group is a premier Staffing & Recruiting firm based in Chicago, with a nationwide reach, for Direct Hire, Temporary-to-Hire, and Temporary/Project jobs. We specialize in Executive Assistant, Administrative Assistant, Personal Assistant, Chief of Staff, Office Manager, Receptionist, General Office, General Labor (warehouse), Event Support, Project Management, and Customer Service.



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