Administrative Assistant - Onsite

North Chicago, Illinois

Collabera
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Administrative Assistant - Onsite

Contract: North Chicago, Illinois, US

Salary Range: 18.00 - 22.00 Per Hour

Job Code: 362548

End Date: 2025-07-13
Days Left: 28 days, 3 hours left

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Position Details:

Industry: Pharmaceutical/Medical Devices

Job Title: Administrative Assistant - Onsite

Location: North Chicago, IL 60064

Duration: 12 months + Possibilities of extension

Pay Range: $18-$22/hr

Environment and Growth Opportunities:
  • We provide 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 us:
  • Various technology and training 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 here
  • 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 to the campus (depending on the region/campus); and
  • Complimentary coffee service throughout locations (depending on the region/campus).
Responsibilities:
  • Day to Day : Training events, conference events, meetings, Calendaring primarily for team. A lot of support work for activities work on, projects, and team meetings. Large group of people. Stocking office supplies, Coffee, paper, notebooks, PowerPoint editing, 5-6 people but work with cross-functional team.
  • Provides general administrative support. May provide back-up support to higher-level management, 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).
  • 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.
  • Uses and understands MS 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 VP of Legal Operations 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; Onboarding various contracted vendors; and Operates with general instruction and some supervision.
  • Safeguard's confidential information.
Qualifications:
  • Some college preferred.
  • Experience working in pharmaceutical company or CRO strongly preferred.
  • 3+ years previous admin experience supporting executives.
  • Must have intermediate-to-advanced knowledge of MS 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.
Job Requirement
  • Administrative Assistant
  • Executive Assistant
  • Travel management
  • calendar management
  • event coordination
  • documentation
  • invoices
  • office supplies
  • inventory
  • meetings
  • MS Office
Reach Out to a Recruiter
  • Recruiter
  • Email
  • Phone
  • Niharika Shrivastava

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Date Posted: 14 June 2025
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