Admin Assistant IV

Position Title:

Admin Assistant IV Work Location:

North Chicago

IL 60064

Assignment Duration:

12

Months Work Arrangement:

Onsite Work Schedule:

Part-time 18 hrs. per week, Tues-Thurs, 9-3pm (might be more based on business needs)

Position Summary:

Responsible for all administrative functions for Director in

Clinical Development Solutions Team:

answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, 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.

Background & Context:

Our company 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.

Key Responsibilities:

• Provides general administrative support to Director and team. May provide back up support to higher-level management as needed.
• Effectively monitors manager and team calendars, proactively solves conflicts.
• 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, and employee performance management systems (as applicable).
• Coordinates new employee office set-ups and onboarding.
• May train/coordinate work for new administrative assistants.
• Operates with general instruction and some supervision.
• Safeguard's confidential information.

Qualification & Experience:

• Some college preferred.
• Some leadership or supervisory experience desired.
• Experience working in pharmaceutical company or CRO strongly preferred.
• 7+ 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 course quickly where needed.