Administrative Assistant III

2 weeks ago

North Chicago, United States Mindlance Full time

Location: Prefer local to Lake County. If remote, must be CST or EST
Length of assignment: 3 months

Under limited supervision, provides administrative, operations and systems support to the VP and Head of Clinical Development & Scientific Innovation and Skincare R&D Function and may support other staff on a limited basis. Oversees and coordinates the day-to-day activities of the Vice President department and serves as the principle point of administrative contact and liaison with internal and external stakeholders/business partners.
Ensures all administrative commitments and requirements are executed in a timely manner. Will have access to confidential information and will maintain the highest level of confidentiality and exercise these principles in interfacing with both internal and external stakeholders.

KEY DUTIES AND RESPONSIBILITIES:
Administrative support for VP, Clinical Development & Scientific Innovation and Skincare R&D: 70%
• Proactively maintains calendar and manages schedules, appointments, determining priorities; resolve scheduling conflicts as needed, and ensures efficient management and/or organization of meetings in collaboration with senior leadership administrators as needed.
• Manage and coordinate travel requirements and conference registrations; occasionally support travel and office arrangements for visiting employees.
• Prepare expense reports, expedites, and tracks processing of all department expense reports, check requests, and purchase requisitions.
• Manage and coordinate departmental onsite and offsite events and meetings, including facilities and catering support as well as meeting logistics (videoconferencing, meeting venue, etc.).
• Manage organizational charts and contact lists as needed.
• Prepare agendas, materials, and minutes for meetings as required. Compose and prepare routine correspondence; format/edit documents as needed.
• Makes recommendations to ensure the efficient handling of administrative matters and tracks special projects/initiatives to completion.
• Exercises a high degree of diplomacy, confidentiality, tact, and professionalism.

Administrative support for scheduling aesthetics team meetings and training; collaborate with meeting managers and with administrators to schedule meetings and resolve scheduling conflicts. Support document filing, meeting recordings and organizing as needed. Prepares administrative portion of slide decks for routine meetings. 20%

Handles administrative responsibilities for the Clinical Development & Scientific Innovation and Skincare R&D department. 10%
• Coordinate and schedule onboarding and/ or staff offboarding; works with managers, HR, space planning, and IT. Ensure proper set up/ removal of training in Compliance Wire.
• Coordinate department meetings, celebrations, and events.
• Coordinate, process, and track office supply orders for the department
• Serves as key gatekeeper for and inquiries from other external stakeholders; field and transfer calls to appropriate internal departments.

JOB QUALIFICATIONS (MINIMUM REQUIREMENTS):
The requirements described in this section are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Education and Experience
• High school degree; college graduate preferred.
• 10-12+ years of increasingly responsible administrative and secretarial experience
• Advanced knowledge of Microsoft Office, Excel, PowerPoint, and Outlook. Knowledge of SAP and Aero is beneficial.
Essential Skills, Experience, and Competencies
• Excellent communication and interpersonal skills with the ability to effectively interface with all levels within Allergan.
• Creative, flexible, well organized, resourceful, and proactive.
• Outstanding attention to detail
• Budget tracking and management experience
• Excellent judgement in handling confidential, legal, or sensitive information.
• Ability to work independently, anticipate needs, set priorities, and handle multiple tasks with a high level of efficiency and little or no supervision.
• Possess team spirit, can-do attitude, and entrepreneurial style.
• Open to business Travel 1-2 times/ year (?10%)

EEO:

Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of - Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans

  • Administrative Assistant III

    2 weeks ago

    North Chicago, United States US Tech Solutions Full time

    Title: Administrative Assistant IIILength of Contract: 3 months with extension based on performance and business needsLocation: Lake County, IL 60064Job Description:Under limited supervision, provides administrative, operations and systems support to the VP and Head of Clinical Development & Scientific Innovation and Skincare R&D Function and may support...

  • Administrative Assistant III/Administrative Assistant Pool

    2 weeks ago

    Chicago, United States Cook County, IL Full time

    Cook County Sheriff Job Code: 0048 Job Title: Administrative Assistant III/Administrative Assistant Pool Salary Grade: Tier III-16 Department: CCSO-BOHR Characteristics of the Position Overview: The Administrative Assistant III - Pool assignment operates between multiple Departments within the Cook County Sheriff's office (CCSO). Multiple shifts and...

  • Administrative Assistant III

    7 days ago

    North Chicago, United States Collins Consulting Inc Full time

    Prefer local to Lake County. Under limited supervision, provides administrative, operations and systems support to the VP and Head of Clinical Development & Scientific Innovation and Skincare R&D Function and may support other staff on a limited basis. Oversees and coordinates the day-to-day activities of the Vice President department and serves as the...

  • Administrative Assistant III

    2 weeks ago

    North Chicago, United States Collins Consulting Full time

    Prefer local to Lake County. Under limited supervision, provides administrative, operations and systems support to the VP and Head of Clinical Development & Scientific Innovation and Skincare R&D Function and may support other staff on a limited basis. Oversees and coordinates the day-to-day activities of the Vice President department and serves as the...

  • Administrative Assistant III

    2 weeks ago

    North Chicago, United States Collins Consulting Inc Full time

    Under limited supervision, provides administrative, operations and systems support to the VP and Head of Clinical Development & Scientific Innovation and Skincare R&D Function and may support other staff on a limited basis. Oversees and coordinates the day-to-day activities of the Vice President department and serves as the principle point of administrative...

  • Administrative Assistant III

    2 weeks ago

    North Chicago, United States KYYBA, Inc Full time

    Location: Prefer local to Lake County. If remote, must be CST or EST Under limited supervision, provides administrative, operations and systems support to the VP and Head of Clinical Development & Scientific Innovation and Skincare R&D Function and may support other staff on a limited basis. Oversees and coordinates the day-to-day activities of the Vice...

  • Administrative Assistant III

    2 weeks ago

    North Chicago, United States Collins Consulting Full time

    Under limited supervision, provides administrative, operations and systems support to the VP and Head of Clinical Development & Scientific Innovation and Skincare R&D Function and may support other staff on a limited basis. Oversees and coordinates the day-to-day activities of the Vice President department and serves as the principle point of administrative...

  • Administrative Assistant III

    2 weeks ago

    North Chicago, United States Collins Consulting Inc Full time

    Prefer local to Lake County. Under limited supervision, provides administrative, operations and systems support to the VP and Head of Clinical Development & Scientific Innovation and Skincare R&D Function and may support other staff on a limited basis. Oversees and coordinates the day-to-day activities of the Vice President department and serves as the...

  • Administrative Assistant III

    5 days ago

    North Chicago, United States KYYBA, Inc Full time

    Job DescriptionUnder limited supervision, provides administrative, operations and systems support to the VP and Head of Clinical Development & Scientific Innovation and Skincare R&D Function and may support other staff on a limited basis. Oversees and coordinates the day-to-day activities of the Vice President department and serves as the principle point of...

  • College Bursar Assistant III

    2 weeks ago

    Chicago, United States City Colleges of Chicago Full time

    COLLEGE BURSAR ASSISTANT III MALCOLM X COLLEGE Malcolm X College is seeking a full-time College Bursar Assistant III for the Business Office. The is position is responsible for accurate accounting records for receipts and/or disbursements within a college department or administrative office. This position applies accepted procedures to the preparation and...

  • Administrative Assistant

    2 weeks ago

    North Chicago, United States Spectraforce Technologies Full time

    Job Title - Administrative AssistantDuration - 03 MonthsLocation - Lake county , IL 60064 [Remote Position: Est Or Cst]Job Description: Under limited supervision, provides administrative, operations and systems support to the VP and Head of Clinical Development & Scientific Innovation and Skincare R&D Function and may support other staff on a limited basis....

  • Administrative Assistant

    4 weeks ago

    North Chicago, United States Collabera Full time

    Description Home Search Jobs Job Description Administrative Assistant Contract: North Chicago, Illinois, US Salary: $28.00 Per Hour Job Code: 356083 End Date: 2024-12-19 Days Left: 29 days, 2 hours left Apply Core Responsibilities: Provide general administrative support to the executive team and department, with potential to back-up higher-level...

  • Administrative Assistant

    2 weeks ago

    North Chicago, United States Collabera Full time

    Description Home Search Jobs Job Description Administrative AssistantContract: North Chicago, Illinois, USSalary: $28.00 Per HourJob Code: 356083End Date: 2024-12-19 Days Left: 16 days, 2 hours leftApplyCore Responsibilities: Provide general administrative support to the executive team and department, with potential to back-up higher-level management...

  • Administrative Assistant

    5 days ago

    North Chicago, United States Collabera Full time

    Description Home Search Jobs Job Description Administrative AssistantContract: North Chicago, Illinois, USSalary: $28.00 Per HourJob Code: 356083End Date: 2024-12-19 Days Left: 16 days, 2 hours leftApplyCore Responsibilities: Provide general administrative support to the executive team and department, with potential to back-up higher-level management...

  • Administrative Assistant

    2 weeks ago

    North Chicago, United States Rosalind Franklin University Full time

    Position Summary The Administrative Assistant will provide administrative support to Department Chair and faculty. Who We Are Rosalind Franklin University of Medicine and Science (RFU) is a graduate health sciences university committed to serving the population through the interprofessional education of health and biomedical professionals and the...

  • Administrative Assistant

    7 days ago

    North Chicago, United States Ann & Robert H. Lurie Children's Hospital of Chicago Full time

    Ann & Robert H. Lurie Children's Hospital of Chicago provides superior pediatric care in a setting that offers the latest benefits and innovations in medical technology, research and family-friendly design. As the largest pediatric provider in the region with a 140-year legacy of excellence, kids and their families are at the center of all we do. Ann &...

  • Administrative Assistant

    2 weeks ago

    North Chicago, United States Ann & Robert H. Lurie Children's Hospital of Chicago Full time

    Ann & Robert H. Lurie Children's Hospital of Chicago provides superior pediatric care in a setting that offers the latest benefits and innovations in medical technology, research and family-friendly design. As the largest pediatric provider in the region with a 140-year legacy of excellence, kids and their families are at the center of all we do. Ann &...

  • Administrative Assistant

    4 weeks ago

    North Chicago, United States Rosalind Franklin University of Medicine & Science Full time

    Position Summary The Administrative Assistant will provide administrative support to Department Chair and faculty. Who We Are Rosalind Franklin University of Medicine and Science (RFU) is a graduate health sciences university committed to serving the population through the interprofessional education of health and biomedical professionals and the discovery...

  • Pharmacy Technician III

    2 months ago

    North Chicago, United States Actalent Full time

    Job DescriptionJob DescriptionJob Title: Pharmacy Technician IIIJob DescriptionWe are seeking a highly skilled Pharmacy Technician III to assist pharmacists with the practice of pharmacy in compliance with federal, state, and local regulations, HIPAA guidelines, and corporate policies. The ideal candidate will accurately interpret prescription orders, manage...

  • Executive Administrative Assistant

    1 month ago

    North Chicago, United States SPECTRAFORCE Full time

    Title – Executive Administrative AssistantDuration – 12 MonthsLocation – North Chicago, IL 60064Provides administrative support to the Marketing business supporting Head of Marketing, two Directors, and back-up for the VP’s assistant.Responsible for all administrative functions of the department: calendar management, scheduling travel, managing...