Administrative Assistant Floater

Collins Consulting; North Chicago (IL); On-site; USD 50,000 - 65,000; Full time

Job summary

A leading consulting firm is seeking an Administrative Assistant IV for their STAR Program. The role involves providing support to executives, managing calendars, and handling sensitive information across various short-term assignments. Ideal candidates are proactive, have significant experience in administration, and thrive in fast-paced environments.

Benefits

401(k)

Medical insurance

Dental insurance

Vision insurance

Qualifications

• 7+ years of administrative experience supporting executives.
• Experience in pharmaceutical or CRO environments is strongly preferred.
• Proactive attitude and quick learner.

Responsibilities

• Providing general administrative support and backup to management.
• Monitoring and proactively managing manager and team calendars.
• Ensuring compliance with corporate policies and procedures.

Skills

Organization

Communication

Adaptability

Education

Some college preferred

Tools

Microsoft Office

Concur

SharePoint

Visio/OrgPlus

Job description

This is a hybrid position and may not be a full 40 hours per week.

Job Duties/Expectations: Float across the organization to support business leaders when their admin is away on vacation, leave, or vacant roles. Must be proficient in Microsoft Outlook Calendaring, Concur, Teams, Catering systems, and work with cross-functional teams. Ability to adapt to different leadership styles and thrive in a fast-paced environment is essential.

Administrative Assistant IV - STAR Program Floater

The Contract Admin Assistant will be hired on an as-needed basis to fulfill client admin requests for short-term assignments. Must be adaptable to different leadership styles and available for various assignments, including filling in for other admins during vacations, medical leaves, or to meet project deadlines. Hours may vary and are not guaranteed.

All leaders seek sharp, experienced admins with a proactive approach, understanding leader priorities, and connecting with the business to get things done. If unsure how to do something, should seek guidance from others. Work effectively with other admins and keep leaders and teams organized.

The STAR Program values candidates with stable work histories, openness to coaching, and development. Performance will be reviewed regularly. Assignments will be located in Lake County, IL, or Irvine, and onsite reporting is required unless otherwise specified. STAR Admin Training and shadowing will be provided prior to placement.

Responsibilities include:

• Providing general administrative support and backup to management as needed.
• Monitoring and proactively managing manager and team calendars.
• Ensuring compliance with corporate policies and procedures.
• Handling confidential and sensitive information appropriately.
• Supporting budget tracking, departmental filing, ordering supplies, and coordinating onboarding.
• Utilizing Microsoft Office, corporate travel systems, and other business-specific software.
• Supporting meeting setups, travel arrangements, and correspondence.

Leadership and Interpersonal Skills:

• Understanding assigned tasks and expectations.
• Asking for clarification and communicating obstacles.
• Prioritizing work and establishing good relationships.

Requirements:

• Some college preferred.
• Experience in pharmaceutical or CRO environments is strongly preferred.
• 7+ years of administrative experience supporting executives.
• Proficiency in Microsoft Office, Concur, SharePoint, Visio/OrgPlus, and understanding business processes.
• Proactive attitude and quick learner.

The benefits offered include 401(k), medical, dental, vision insurance, and other insurance options.