Job Details

Job Title: Administrative Assistant IV

Contract: 6 Months; possible extensions

Pay Range: $28-$30/hr

Location: Waukegan, IL (M/F WFH & Onsite Tues-Thurs)

Client 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 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 within the client:

· 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 at the company

· 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 the Metro to the campus (depending on the region/campus); and

· Complimentary coffee service throughout locations (depending on the region/campus).

Key Responsibilities include, but are not limited to, the following:

Responsible for all administrative functions of the BTS AIA Team: calendar management, scheduling travel, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, handling WebEx and Telepresence setups, and acting as a liaison for remote access issues.

· 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 Microsoft 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, such as:

o Answering phones;

o Calendar management, proactively solving conflicts;

o Handling Teams/Zoom and general TelePresence setups and acting as liaison for remote access issues;

o Scheduling travel and processing expense reports;

o Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments;

o Ordering office supplies;

o Processing invoices;

o Meeting/event planning and catering;

o Creating or modifying business documents;

o Preparing presentations from source materials;

o Preparing binders and other large copy requests;

o Requesting publications/articles;

o Onboarding various contracted vendors; and

· Operates with general instruction and some supervision.

· Safeguard company's confidential information.

Leadership and Interpersonal Skills:

· 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.

Requirements:

· Some college preferred.

· Some leadership or supervisory experience desired.

· Experience working in pharmaceutical company or CRO strongly preferred.

· 7+ years previous admin experience supporting executives.

· Must have intermediate-to-advanced knowledge of Microsoft 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.

· “Make it happen” spirit and attitude as well as persistence.

· Learns fast, grasps the “essence,” and can change course quickly, where needed.