SPECTRAFORCE is hiring: Executive Administrative Assistant in North Chicago

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 VPs 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

Safeguards 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