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STAR Administrative Assistant

2 months ago

North Chicago, United States Collins Consulting Full time

This is a hybrid position. 3 days onsite/2 days remote.

Job Duties: Calendar support, projects, expense reporting. Travel if needed offsite once a year but not constant.

Outgoing, gets along with everyone, family oriented, fit well with the team, willing to go outside of the box with different ways of thinking. Motivated, self- starter, able to navigate through complex work matrix, and prioritize through task list. Willing to go beyond the basic admin responsibilities. Helps with projects.

Onsite presence, greeting executives, calendar management, catering, event planning, office management, travel-domestic and international, expense reporting. Front desk/reception presence, office management (drinks, snacks, supplies, point-of-contact for facilities, etc.), calendaring and T&E for VP and team, event planning/management/catering (internal and external), Board calendar management, etc.

Behavior Preferences:
Executive presence and comfortable interacting in those situations with leaders, takes initiatives, anticipates obstacles, flexible, multitasking, organized, detail oriented. Anticipation, orientation to detail, communication, outgoing yet professional (often will be 'the first face of our corporation' with influential external parties), planning and event management skills.

Our corporation provides a vast array of opportunities for an individual looking for an organization with whom they can flourish and develop their careers in a variety of directions.
In addition to a beautiful environment and a positive corporate employee culture, contingent staff are embraced as an integral part of their staffing to meet business objectives.
Here are just a few of the rewards you can look forward to enjoying once you have been offered and accepted a contingent position with us:

  • Various technology and training are 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 the specific team with whom you work.
  • Collaborative team environment; creating a positive experience for those working at here.
  • Inter-Campus shuttles to get you from building to building with on demand service that allows you to make the most of your workday.
  • Complimentary shuttle service from the Metro to the campus (depending on the region/campus).
  • Complimentary coffee service throughout their locations (depending on the region/campus).
  • Responsible for all administrative functions within the Ventures Organization answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, coordination onboarding for new team members, creating or modifying business documents, preparing presentations from source materials, handling MS Teams and Telepresence setups, and acting as a liaison for remote access issues.

Key Responsibilities Include:
  • Provides general administrative support. May provide back-up support to higher-level management as needed.
  • Effectively monitors manager and team calendars, proactively solves conflicts.
  • Research solutions and respond to email and phone inquiries with input from the direct supervisor
  • 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).
  • Help develop and maintain process improvement and knowledge management processes; actively participate in self- and team audits and works with team to implement improvements
  • Coordinates and interacts between internal and external stakeholders, including high-level executives, and respects confidential and business-sensitive information in all interactions
  • May include some Supports tracking of budget expenditures.
  • Ensures team and cross-functional awareness of upcoming priority events and meetings.
  • Coordinates and maintains departmental files as assigned in compliance with corporate and government regulations.
  • Orders business cards and stationery.
  • Uses and understands Microsoft Office Suite, and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable).
  • Coordinates new employee office set-ups and onboarding.
  • Supports event planning and organization of meetings and receptions involving the team, including logistics, invitations, and execution, as needed.
  • May train/coordinate work for new administrative assistants.
  • Operates with general instruction and some supervision.
  • Safeguard's corporate's confidential information

Leadership and Interpersonal Skills:
  • Fully understand assigned tasks and any associated expectations.
  • Ask for clarification as needed.
  • Understand the deadlines and deliverables.
  • Respects the sensitivity of internal communications
  • Exhibits diplomacy, discretion, and tactful persuasion in communicating with or handling of internal and external stakeholders
  • Communicate any obstacles that prevent completion of any deadline.
  • Provide status updates prior to any deadline.
  • Be a good listener.
  • Demonstrate strong Critical Thinking Skills
  • Be 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 other functional areas; builds rapport and trust with others.

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 advance knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements.
  • "Make it happen" spirit & attitude as well as persistence.
  • Adaptive learner that grasps information quickly, and adapts to changes that may happen daily.