Job Description

📌 Position Title: Administrative Assistant IV

📍 Work Location: Mettawa, Illinois, 60045

⏳ Assignment Duration: 1 year

🕒 Work Schedule: Part-time, 20 hours per week , Monday–Thursday, 9:00 AM–2:00 PM

🏢 Work Arrangement: Hybrid

📝 Position Summary :

Responsible for all administrative functions for the Immunology Derm/Rheum Consumer Marketing teams .

🎓 Qualification & Experience :

• Some college preferred but not required.

• 3+ years previous admin experience supporting executives.

• Must have Intermediate to advanced knowledge of Microsoft Office Suite, Concur, SharePoint , and understanding of business processes and requirements.

• “Make it happen” spirit & attitude as well as persistence and proactivity.

• Adaptive learner that grasps information quickly, and adapts to changes that may happen daily.

• 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.

• Proactively manages manager(s) calendar , resolving scheduling conflicts as needed.

🌟 Background & Context :

• Our organization 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.

• Various technology and training are 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 the specific team with whom you work.

• Collaborative team environment; creating a positive experience for those working at our organization.

• Inter-Campus shuttles to get you from building to building with on demand service that allows you to make the most of your workday.

• Complimentary shuttle service from the Metro to the campus (depending on the region/campus).

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

📋 Key Responsibilities :

• Provides general administrative support. May provide back-up support to higher-level management as needed.

• Effectively monitors manager and team calendars , proactively solves conflicts.

• Coordinates meeting/event planning , and ordering lunches for onsite and offsite business meetings.

• Scheduling team travel and processing expense reports .

• 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’s our organization’s confidential information .

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