Spectraforce Technologies
Executive Administrative Assistant
Spectraforce Technologies, North Chicago, Illinois, us, 60086
Title - Executive Administrative Assistant
Duration - 12 Months
Location - North Chicago, IL 60064
Provides administrative support to the Marketing business supporting Head of Marketing, two Directors, and back-up for the VP's assistant.
Responsible for all administrative functions of the department: calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating, or modifying business documents, preparing presentations from source materials, handling Teams, Zoom and Telepresence setups, acting as a liaison for remote access issues and work collaboratively with other admins in the department.
Core Responsibilities Include:
* Provides general administrative support. May provide back up support to higher-level management as needed.
* 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, 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 Web site
* 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 Abbvie 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 Problem-Solving Skills
* Be Accountable and Responsible for actions/mistakes
* Challenges the team to always do better
* Develops an understanding of business partner needs, offers collaboration, and follows through on commitments
* Prioritizes own work, balancing multiple requests for assistance. Establishes good working relationships with client areas; builds rapport and trust with others
* Some project management
* Meeting planning; some tradeshow or exhibit coordination desirable
Technical Skills, Knowledge and Training:
* Be competent and fully knowledgeable about common processes and applications such as:
* Outlook: Calendaring, Emails
* Microsoft Office: Word, PowerPoint, Excel
* SharePoint, Microsoft Teams
* Telepresence including Teams and Zoom
* Ordering and maintaining Office Supplies
* Support catering requests
* Space planning and moves
* Onboarding including equipment (computer, phone, docking station, etc.)
* Event planning for appropriate staff and team meetings including SOWs, POs, MSAs, ACRs, P-Card use
* New productivity technologies as released (i.e., Teams)
* Travel Tool- Concur-Travel & Expense
* Conference Room Reservation Site
* Utilize Abbvie Internal Training & Resources. Training outside of Abbvie will be at the managers discretion.
Requirements
* Some college preferred.
* Some leadership or supervisory experience desired
* Experience working in pharmaceutical company or CRO strongly preferred.
* 5+ years previous admin experience supporting executives
* Must have Intermediate to advance knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements
* "Make it happen" spirit & attitude as well as persistence.
* Learns fast, grasps the "essence" and can change course quickly where needed
* What is a nice to have (but not required) regarding skills, requirements, experience, Experience with Marketing trade shows Health industry/Medical Device Pharma/biotech
Duration - 12 Months
Location - North Chicago, IL 60064
Provides administrative support to the Marketing business supporting Head of Marketing, two Directors, and back-up for the VP's assistant.
Responsible for all administrative functions of the department: calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating, or modifying business documents, preparing presentations from source materials, handling Teams, Zoom and Telepresence setups, acting as a liaison for remote access issues and work collaboratively with other admins in the department.
Core Responsibilities Include:
* Provides general administrative support. May provide back up support to higher-level management as needed.
* 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, 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 Web site
* 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 Abbvie 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 Problem-Solving Skills
* Be Accountable and Responsible for actions/mistakes
* Challenges the team to always do better
* Develops an understanding of business partner needs, offers collaboration, and follows through on commitments
* Prioritizes own work, balancing multiple requests for assistance. Establishes good working relationships with client areas; builds rapport and trust with others
* Some project management
* Meeting planning; some tradeshow or exhibit coordination desirable
Technical Skills, Knowledge and Training:
* Be competent and fully knowledgeable about common processes and applications such as:
* Outlook: Calendaring, Emails
* Microsoft Office: Word, PowerPoint, Excel
* SharePoint, Microsoft Teams
* Telepresence including Teams and Zoom
* Ordering and maintaining Office Supplies
* Support catering requests
* Space planning and moves
* Onboarding including equipment (computer, phone, docking station, etc.)
* Event planning for appropriate staff and team meetings including SOWs, POs, MSAs, ACRs, P-Card use
* New productivity technologies as released (i.e., Teams)
* Travel Tool- Concur-Travel & Expense
* Conference Room Reservation Site
* Utilize Abbvie Internal Training & Resources. Training outside of Abbvie will be at the managers discretion.
Requirements
* Some college preferred.
* Some leadership or supervisory experience desired
* Experience working in pharmaceutical company or CRO strongly preferred.
* 5+ years previous admin experience supporting executives
* Must have Intermediate to advance knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements
* "Make it happen" spirit & attitude as well as persistence.
* Learns fast, grasps the "essence" and can change course quickly where needed
* What is a nice to have (but not required) regarding skills, requirements, experience, Experience with Marketing trade shows Health industry/Medical Device Pharma/biotech