Administrative Assistant - STAR program - ClearanceJobs : Job Details

Mettawa, IL (On-Site/Office)

This is a hybrid position - up to 5 days on site as needed with some WFH option (max of 2 days) Admin Level IV Onsite 3 days, and opportunity to work remotely on Monday's and Friday's depending on executive's schedules. Job duties include meeting and planning expertise (project management skills), processing expense reports and managing travel. Take meeting notes, onboarding and offboarding at any level, pulling together content for large scale meetings, PowerPoint or working in Excel - anything Microsoft Product, expense reports - specifically for offsite meetings, travel - less than 10-15% of the job, booking hotel rooms, organized. Manage and update agendas and monthly business updates.

Behavior preferences: Detail oriented, operates in a fast-paced environment, makes independent judgment when it comes to calendaring and meeting planning. Works well with others and is able to address challenges in a professional manner. Communicates well both written and orally. Handles projects and meets deadlines. Ability to multi-task, detail oriented Ability to collaborate with other Exec admins/leadership, etc. Able to maneuver in a large corporate setting, understanding org charts, etc... Outgoing, gets along with everyone, family oriented, fit well with the team, willing to go outside of the box with different ways of thinking. Motivated, self-starter, able to navigate through complex work matrix, and prioritize through task list. Willing to go beyond the basic admin responsibilities. Helps with projects.

The 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, contingent staff are embraced as an integral part of their staffing to meet business objectives. Responsible for all administrative functions (Head of International Market Analytics and Business Insights): calendar management, scheduling travel, managing correspondence and processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, handling Teams Meetings and Telepresence setups, and acting as a liaison for remote access issues.

Key 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 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 Microsoft 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 the client's 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, or CRO, healthcare, or packaged goods industry 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 & attitude as well as persistence.
• Adaptive learner that grasps information quickly, and adapts to changes that may happen daily.

The benefits that you are eligible for with Collins Consulting, Inc:

• 401(k)
• Medical, Dental and Vision Insurance
• Term Life Insurance
• Accidental Death and Dismemberment
• Long Term Disability