📌 Position Title: Administrative Assistant IV
📍 Work Location: Mettawa, Illinois, 60045
⏳ Assignment Duration: 1 year
🕒 Work Schedule: Part-time, 20 hours per week , Monday–Thursday, 9:00 AM–2:00 PM
🏢 Work Arrangement: Hybrid
📝 Position Summary :
Responsible for all administrative functions for the Immunology Derm/Rheum Consumer Marketing teams .
🎓 Qualification & Experience :
• Some college preferred but not required.
• 3+ years previous admin experience supporting executives.
• Must have Intermediate to advanced knowledge of Microsoft Office Suite, Concur, SharePoint , and understanding of business processes and requirements.
• “Make it happen” spirit & attitude as well as persistence and proactivity.
• Adaptive learner that grasps information quickly, and adapts to changes that may happen daily.
• Fully understand assigned tasks and any associated expectations.
• Ask for clarification as needed.
• Understand the deadlines and deliverables.
• Communicate any obstacles that prevent completion of any deadline.
• Provide status updates prior to any deadline.
• Be a good listener.
• Demonstrate strong Critical Thinking Skills .
• Be 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.
• Proactively manages manager(s) calendar , resolving scheduling conflicts as needed.
🌟 Background & Context :
• Our organization 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.
• In addition to a beautiful environment and a positive corporate employee culture, contingent staff are embraced as an integral part of their staffing to meet business objectives.
• Various technology and training are 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 the specific team with whom you work.
• Collaborative team environment; creating a positive experience for those working at our organization.
• Inter-Campus shuttles to get you from building to building with on demand service that allows you to make the most of your workday.
• Complimentary shuttle service from the Metro to the campus (depending on the region/campus).
• Complimentary coffee service throughout their locations (depending on the region/campus).
📋 Key Responsibilities :
• Provides general administrative support. May provide back-up support to higher-level management as needed.
• Effectively monitors manager and team calendars , proactively solves conflicts.
• Coordinates meeting/event planning , and ordering lunches for onsite and offsite business meetings.
• Scheduling team travel and processing expense reports .
• 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 manages 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 our organization’s confidential information .
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