Spectraforce Technologies
Administrative Assistant IV
Spectraforce Technologies, Lake Forest, Illinois, United States, 60045
Job Title:Administrative Assistant IV
Location:
Riverwoods, IL(60045)
Duration: 1 Year
Part-time 20 hrs per week, Mon-Thurs, 9-2 pm, Hybrid
Key Responsibilities:
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.
* 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).
Responsible for all administrative functions for the Immunology Derm/Rheum Consumer Marketing teams: calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, ordering lunches for onsite and offsite business meetings, 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.
* 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
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.
* Proactively manages manager(s) calendar, resolving scheduling conflicts as needed
Requirements:
* Some college preferred but not required.
* 3+ years previous admin experience supporting executives.
* Must have Intermediate to advance 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.
Location:
Riverwoods, IL(60045)
Duration: 1 Year
Part-time 20 hrs per week, Mon-Thurs, 9-2 pm, Hybrid
Key Responsibilities:
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.
* 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).
Responsible for all administrative functions for the Immunology Derm/Rheum Consumer Marketing teams: calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, ordering lunches for onsite and offsite business meetings, 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.
* 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
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.
* Proactively manages manager(s) calendar, resolving scheduling conflicts as needed
Requirements:
* Some college preferred but not required.
* 3+ years previous admin experience supporting executives.
* Must have Intermediate to advance 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.