Administrative Assistant IV

Job Duration:
06+ months contract with long term potential

The STAR Executive Assistant will be hired to fulfill Admin requests to support long-term or short-term assignments throughout.
This role is an as needed admin and must be comfortable with the possibility of not doing 40 hours per week. While some assignments may be 40 hours per week, there may be times when they are not on assignment.

The admin would be contacted to fill in temporary projects/assignments when needed. Must be comfortable to adapt to different leadership styles. The STAR Admin may be filling in for other admins when on vacation, medical leave, sick time, or require additional admin support on their team to meet project deadlines. Must be available and flexible for these assignments.

All the leaders are looking for sharp, experienced admins with a proactive approach to doing their work. One who would learn and understand the leader's priorities, be the eyes and ears of the leader, connect with the business and others to get things done. If they don't know how to do something to figure it out by reaching out to others etc., they reach out to meeting requests to get more info on why they need time from the leader and so on. Work effectively with other admins and keep leaders and team organized.

Job Overview:

(Calendaring, travel, expenses, catering, event planning, project management, training, and onboarding).

The STAR Program needs a candidate with good stable work history. Open to being coached and developed by STAR Executive Admins and leadership team.

Performance will be reviewed by leader/admin supporting and assessed to appropriately provide feedback and development
.

Assignment locations will vary within our Lake County, IL. or Irvine Locations (remote).

Must report onsite (Lake County, IL), unless otherwise stated by the leader/admin requesting support.
STAR Admin Training and shadowing will be provided prior to being placed on assignment.

Responsible for all administrative functions of the department: answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports using Concur and Travel, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, Teams Meetings and Telepresence setups, acting as a liaison for remote access issues.

Key Responsibilities: STAR Program Executive Admin Responsibilities & Expectations Include:

• STAR Admin may have to take on multiple assignments simultaneously to meet the business needs, when schedule requires it.

• Skilled in building trust quickly across different levels.

• Adept at influencing without authority and managing relationships without diplomacy.

• Quickly adapt and step in when needed, and able to adjust to different leadership or team styles. Be able to shift assignments, and be ready exclusively when the executive suite requests an Admin.

Key Assignment Responsibilities Include:

• Provides general administrative support to SVPs, VPs, Managers, Directors, and Heads.

• Effectively monitors manager and team calendars, proactively solves conflicts and has independent judgment.

• 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).

• Interacts with high-level executives and handles confidential or business-sensitive information.

• May include some support for tracking budget expenditures.

• 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, Concur and employee performance management systems (as applicable).

• Coordinates new employee office set-ups and onboarding.

• Operates with general instruction and some supervision

• Safeguard's confidential information

Requirements

• Some college preferred.

• Experience working in pharmaceutical company or CRO strongly preferred.

•
5+ 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.

• Learns fast, grasps the "essence" and can change courses quickly where needed

Job ID:

About US Tech Solutions:

US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit

US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.