Collabera
Administrative Assistant Job at Collabera in North Chicago
Collabera, North Chicago, IL, United States
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Administrative Assistant
Contract: North Chicago, Illinois, US
Salary: $28.00 Per Hour
Job Code: 356083
End Date: 2024-12-19
Days Left: 22 days, 2 hours left
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Core Responsibilities:
- Provide general administrative support to the executive team and department, with potential to back-up higher-level management as needed.
- Effectively monitor and manage manager and team calendars, proactively resolving scheduling conflicts.
- Ensure compliance with applicable Corporate and Divisional Policies and procedures, including purchasing, security, privacy, branding, and copy center activities.
- Interact with high-level executives and manage confidential or business-sensitive information with utmost discretion.
- Support tracking and monitoring of departmental budget expenditures.
- Coordinate and maintain departmental files in compliance with corporate and government regulations.
- Utilize MS Office Suite and other business-specific software, such as the Corporate Travel Web site, to perform tasks efficiently.
- Oversee new employee office setups and onboarding processes.
- Train and coordinate the work of new administrative assistants as needed.
- Operate with general instruction and some supervision, safeguarding the company's confidential information at all times.
- Comprehend assigned tasks and related expectations clearly, seeking clarification when necessary.
- Understand deadlines and deliverables, communicating any obstacles in meeting deadlines promptly.
- Provide regular status updates prior to deadlines.
- Demonstrate strong problem-solving skills, accountability, and responsibility for actions and mistakes.
- Encourage team improvement and challenge the team to excel.
- Develop a strong understanding of business partner needs, collaborate effectively, and follow through on commitments.
- Prioritize work efficiently, balancing multiple requests for assistance.
- Establish and maintain good working relationships with client areas, building rapport and trust with others.
- Engage in project management and meeting planning, with some coordination of trade shows or exhibits desirable.
- Proficient in common processes and applications such as Outlook (Calendaring, Emails), MS Office (Word, PowerPoint, Excel), SharePoint, MS Teams, and telepresence tools (Teams and Zoom).
- Manage ordering and maintaining office supplies, supporting catering requests, and space planning and moves.
- Coordinate onboarding, including equipment setup (computer, phone, docking station, etc.).
- Plan and execute events for staff and team meetings, including managing SOWs, POs, MSAs, ACRs, and P-Card usage.
- Adapt to new productivity technologies as released (e.g., Teams).
- Utilize the Travel Tool, Concur-Travel & Expense, and Conference Room Reservation Site.
- Access and utilize internal training and resources, with external training at the manager's discretion.
- Some college education preferred.
- Previous leadership or supervisory experience desired.
- Experience working in a pharmaceutical company or CRO strongly preferred.
- Minimum of 5 years of administrative experience supporting executives.
- Intermediate to advanced knowledge of MS Office Suite, Concur, SharePoint, Visio or OrgPlus, with an understanding of business processes and requirements.
- Demonstrates a proactive "make it happen" spirit and attitude, with persistence and adaptability.
- Quick learner, capable of grasping the "essence" of tasks and adjusting course as needed.
- Experience with marketing trade shows.
- Background in the health industry/medical device sector.
- Experience in pharma/biotech environments.
- Administrative
- Executive Admin
- Executive Administrative Assistant
- Concur
- Sharepoint
- Excel
- Calendar Management
- Travel Management
- Recruiter
- Phone
- Anwesha Mohapatra
- anwesha.mohapatra@collabera.com
Apply Now