Position Details:
Client: Pharmaceutical Company
Position Title: Administrative Assistant IV
Duration: 06 months (Possible extension)
Location: Mettawa, IL 60045 (Hybrid)
Pay range: $25/hr to $30/hr

Job Duties:

• Provides general administrative support.
• Meetings and events: agendas, scheduling, food and logistics support
• Effectively monitors manager and team calendars, proactively solves conflicts.
• Coordinates and maintains departmental files and distribution lists
• Booking leader travel and processing expenses
• Team onboarding & offboarding: coordinates new employee office set-ups and onboarding.

Key Responsibilities Include:

• Provides general administrative support.
• Takes meeting notes.
• Manage and update agendas and monthly business updates
• 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,
• 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 MS 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 all of our confidential information

Leadership and Interpersonal Skills:

• 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.

Requirements:

• Some college preferred.
• Some leadership or supervisory experience desired.
• Experience working in pharmaceutical company strongly preferred.
• 7+ years previous admin experience supporting executives.
• Must have Intermediate to advance knowledge of MS Office Suite, Teams, Sharepoint Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements.
• “Make it happen” spirit & attitude as well as persistence.
• Adaptive learner that grasps information quickly, and adapts to changes that may happen daily.

Benefits:
The Company offers the following benefits for this position, subject to applicable eligibility requirements: medical insurance, dental insurance, vision insurance, 401(k) retirement plan, life insurance, long-term disability insurance, short-term disability insurance, paid parking/public transportation, (paid time , paid sick and safe time , hours of paid vacation time, weeks of paid parental leave, paid holidays annually – These all are subject to applicable eligibility).