Administrative Assistant IV

Spectraforce Technologies, Inc.; Mettawa (IL); Híbrido; USD 65.000 - 90.000; Jornada completa

Descripción de la vacante

Spectraforce Technologies, Inc. is seeking an Admin Assistant IV in Mettawa, IL (Hybrid). The role is 12 months with strong potential for extension based on performance.

You will provide advanced administrative support to team leaders and executives, manage calendars, travel, invoices, and onboarding, while ensuring policy compliance. Ideal candidates have 7+ years of executive support experience, strong Microsoft Office skills, and familiarity with Concur, SharePoint, and related tools.

Formación

• 7+ years of administrative experience supporting executives.
• Experience in pharmaceutical company or CRO strongly preferred.
• Some college preferred.
• Intermediate-to-advanced knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus.

Responsabilidades

• Provides advanced admin support to team leaders and backup support to other staff.
• Ensures compliance with corporate and divisional policies and procedures.
• Interacts with high-level executives and handles confidential information.
• Supports tracking of budget expenditures as needed.
• Coordinates and maintains departmental files in compliance with regulations.
• Uses Microsoft Office and other business software, including travel/expense systems.
• Coordinates new employee office setups and onboarding.
• May train/coordinate work for new administrative assistants.
• Manages Patient Services admin functions: phones, calendars, travel, expense reports, shipping, supplies, invoices.

Conocimientos

Executive support

Leadership experience

Strong problem-solving

Fast learner

Educación

Some college

Herramientas

Microsoft Office Suite

Concur

SharePoint

Visio

OrgPlus

Descripción del empleo

Position Title: Admin Assistant IV Work Location: Mettawa, IL 60045 (Hybrid role) Assignment Duration: 12 months (possible extension- performance based)

Position Summary:

Our organization 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 where contingent staff are embraced as an integral part of their staffing to meet their business objectives, here are just a few of the perks you can look forward to enjoying once you have been offered and accepted a contingent position with our organization:

• 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 specific team.
• Collaborative team environment, creating a positive experience for those working at our organization.
• Inter-campus shuttles to get you from building to building with on-demand service to allow you to make the most of your workday.
• Complimentary shuttle service from the Metro to the campus (depending on the region/campus); and
• Complimentary coffee service throughout locations (depending on the region/campus).

Key Responsibilities:

• Provides Advanced admin support to the team leaders. May provide back-up support to other team staff, as needed.
• 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).
• Interact 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.
• Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel and Expense website and employee performance management systems (as applicable).
• Coordinates new employee office set‑ups and onboarding.
• May train/coordinate work for new administrative assistants.
• Responsible for all administrative functions for Patient Services, such as:
  • Answering phones.
  • Calendar management, proactively solving conflicts.
  • Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues.
  • Scheduling travel and processing expense reports.
  • Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments.
  • Ordering office supplies.
  • Processing invoices.
  • Meeting/event planning and catering.
  • Creating or modifying business documents.
  • Preparing presentations from source materials.
  • Preparing binders and other large copy requests.
  • Requesting publications/articles.
• Operates with general instruction and some supervision.
• Safeguard's our organization confidential information.

Qualification & Experience:

• Some college preferred.
• Some leadership or supervisory experience desired.
• Experience working in pharmaceutical company or CRO strongly preferred.
• 7+ years of previous administrative experience supporting executives.
• Must have intermediate-to-advanced knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus and understanding of business processes and requirements.
• "Make it happen" spirit and attitude as well as persistence.
• Learns fast, grasps the "essence," and can change course quickly, where needed.
• Fully understands assigned tasks and any associated expectations.
• Asks for clarification, as needed.
• Understands deadlines and deliverables; communicates obstacles that prevent completion of deadlines; provides status updates prior to deadlines.
• Demonstrates strong problem-solving skills.
• 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 client areas.
• Builds rapport and trust with others; possesses good listening skills.