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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/hrEnvironment 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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