Spectraforce Technologies is hiring: Administrative Assistant in North Chicago

Position Title: Administrative Assistant

Assignment Duration: 1 Year

Work Arrangement: Hybrid (3 days On-site)

Position Summary: Provides general advanced administrative support to VP level or equivalent. May provide back-up support to higher-level management other staff, as needed.

Background & Context:

• 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 where contingent staff are embraced as an integral part of their staffing to meet their business objectives, here are just a few of the perks you can look forward to enjoying once you have been offered and accepted a contingent position with our organization:


• 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 specific team.


• 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 to allow you to make the most of your workday.


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


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

• 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 and Expense website and employee performance management systems (as applicable).


• Coordinates new employee office set-ups and onboarding.


• May train/coordinate work for new administrative assistants.


• Responsible for all administrative functions for our organization Patient Services, such as:


• Answering phones.


• Calendar management, proactively solving conflicts.


• Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues.


• Scheduling travel and processing expense reports.


• Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments.


• Ordering office supplies.


• Processing invoices.


• Meeting/event planning and catering.


• Creating or modifying business documents.


• Preparing presentations from source materials.


• Preparing binders and other large copy requests.


• Requesting publications/articles.


• Onboarding various contracted vendors; and


• Operates with general instruction and some supervision.


• Safeguard's our organization confidential information.


• Fully understands assigned tasks and any associated expectations.


• Asks for clarification, as needed.


• Understands deadlines and deliverables; communicates obstacles that prevent completion of deadlines; provides status updates prior to deadlines.


• Demonstrates strong problem-solving skills.


• 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; possesses good listening skills.

• Some college preferred.


• Some leadership or supervisory experience desired.


• Experience working in pharmaceutical company or CRO strongly preferred.


• 7+ years of previous administrative 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 and attitude as well as persistence.


• Learns fast, grasps the "essence," and can change course quickly, where needed.