Senior Administrative Assistant

Walgreens; Deerfield (IL); On-site; USD 21,000 - 46,000; Full time

Job summary

Walgreens Co. in Deerfield, IL is seeking an experienced administrative professional to support the head of a large organization unit. Under limited supervision, you will manage calendars, coordinate meetings, prepare reports, and handle confidential information with discretion.

You will interact with executives and staff, arrange travel, assist with budgeting, and ensure smooth operation of the office. Strong Microsoft Office skills and the ability to multitask are essential; prior experience

Qualifications

• High School Diploma/GED and at least 1 year of general administrative experience.
• Experience coordinating and scheduling multiple events simultaneously.
• Experience managing calendar for 1 or more individuals.
• Experience working with individuals at the executive level.
• Experience building and maintaining relationships within a team.
• Basic email and internet skills.
• Intermediate Microsoft Excel skills (SUM, borders, width, charts, text wrap).
• Intermediate PowerPoint skills (themes, transitions, layout).
• Intermediate Word skills (headers, page breaks, tables).
• Experience prioritizing/organizing and meeting deadlines.
• Ability working with minimal supervision.

Responsibilities

• Structures, organizes and expedites the activities and workload of the head of the unit’s office.
• Screens correspondence and prioritizes or refers to the head of the unit; responds or composes routine messages.
• Screens and prioritizes telephone calls; redirects to appropriate staff; resolves issues per policy.
• Prepares reports, presentations, and documents; maintains databases and records.
• Assists in compiling the unit’s annual budget; processes expense reports and invoices.
• Communicates the head’s instructions with various individuals or departments; handles confidential information.
• May manage administrative projects and coordinate timelines for completion.
• Makes travel arrangements and prepares itineraries for the head of the unit.
• Provides administrative support for multiple managers as needed; may delegate and mentor staff.
• May coach and provide input on performance.

Skills

Calendar management

Executive-level interface

Time management

Confidential handling

Communication

Relationship building

Education

High School Diploma/GED

Associate's or Bachelor's Degree

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Job description

Job Description

Under limited supervision, performs advanced and diversified administrative duties, for the head (typically a Division VP or Director) of a large organization unit. Assists in the development and maintenance of records, statistics, and reports; coordinates data and distributes information to the staff. Handles confidential matters and performs support functions which require a broad and comprehensive experience, skill and knowledge of Company policy and procedures. May utilize the assistance of lower level administrative assistants. Structures and organizes activities of the head of the organizational unit to facilitate the efficient operation of the department. Maintains excellent relationships with others.

Job Responsibilities

• Structures, organizes and expedites the activities and workload of the head of the unit’s office. Prioritizes schedules, maintains calendar and develops a system of follow-up for projects, meetings and issues to assure the head of the unit’s office operates efficiently and effectively. Arranges and coordinates details for meetings, conferences, and special events.
• Screens correspondence. Prioritizes the mail and responds to correspondence as appropriate. Refers more complex and/or urgent correspondence to the head of the unit, gathers any additional information needed to respond. May compose and initiate routine correspondence. Represents the head of the unit professionally and effectively when dealing with internal and external contacts.
• Screens and prioritizes telephone calls and redirects to individuals who can quickly and efficiently respond. Calls that can only be handled by the head of the unit are referred to him/her. As appropriate, responds and resolves issues and answers questions within understood policies and procedures.
• Prepares reports, presentations, documents, etc. based on general instructions. Maintains relevant databases and related records. Review presentation materials to ensure that the head of the organization unit is able to effectively deliver the presentation to the intended audience. Distributes information and materials to the staff as required.
• Assists in compiling and developing the unit’s annual budget. Processes expense reports and monitors incoming invoices. Prepares forms to process and pay invoices.
• Communicates and/or coordinates the head of the unit’s instructions with various individuals or departments. Furnishes and obtains information from other executives or outside representatives. Handles confidential and/or sensitive information with high discretion. Obtains and furnishes information on behalf of the head of the unit.
• May manage various administrative projects. Participates in gathering research and generates reports as needed. Notifies project participants on timelines and completion dates.
• Makes necessary travel arrangements, including ground transportation and hotel accommodations. Prepares travel itineraries for the head of the unit and his/her direct reports
• May provide administrative support for multiple managers, either on a full-time or as needed basis.
• May delegate work to less experienced administrative staff. May coach and mentor these individuals. Provides input on performance evaluation.

About Walgreens

Founded in 1901, Walgreens (www.walgreens.com) has a storied heritage of caring for communities for generations, and proudly serves nearly 9 million customers and patients each day across its approximately 8,500 stores throughout the U.S. and Puerto Rico, and leading omni-channel platforms. Walgreens has approximately 220,000 team members, including nearly 90,000 healthcare service providers, and is committed to being the first choice for retail pharmacy and health services, building trusted relationships that create healthier futures for customers, patients, team members and communities.

External Basic Qualifications

• High School Diploma/GED and at least 1 year of general administrative experience (ex. Answering phones, making travel arrangement, distributing correspondence).
• Experience coordinating and scheduling multiple events simultaneously.
• Experience managing calendar for 1 or more individuals.
• Experience working with individuals at the executive level.
• Experience building and maintaining relationships within a team.
• Basic email and internet explorer skills (sending, receiving, and organizing communications).
• Intermediate level skill in Microsoft Excel (for example: using SUM function, setting borders, setting column width, inserting charts, using text wrap, sorting, setting headers and footers and/or print scaling).
• Intermediate level skill in Microsoft PowerPoint (for example: applying a theme, formatting character spacing, inserting a picture, changing slide layout and theme colors, adding transitions, customizing slide numbers, changing chart style and/or formatting font).
• Intermediate level skill in Microsoft Word (for example: inserting headers, page breaks, page numbers and tables and/or adjusting table columns).
• Experience using time management skills such as prioritizing/organizing and tracking details and meeting deadlines of multiple projects with varying completion dates.
• Experience developing ways of accomplishing goals with little or no supervision, depending on oneself to complete objectives and determining when escalation of issues is necessary.

Preferred Qualifications

• 2 years of general administrative experience
• Associates or Bachelor’s Degree

We will consider employment of qualified applicants with arrest and conviction records.

The Salary below is being provided to promote pay transparency and equal employment opportunities at Walgreens. The actual hourly salary within this range that you will be offered will depend on a variety of factors including geography, skills and abilities, education, experience and other relevant factors. This role will remain open until filled.

Job Function

Administrative/Office Support

Common Location

108 WILMOT RD,DEERFIELD,IL,60015-05145-01108-2

Pay Type

Hourly

Start Rate

15

Maximum Rate

33.65