Administrative Assistant - Onsite

Description

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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: 27 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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