Select Source International is hiring: Administrative Assistant in Mettawa

Overview

We are seeking a highly experienced Administrative Assistant (Level IV) to provide advanced administrative and executive support to the Vice President. This role requires a proactive, detail-oriented professional with strong organizational, communication, and problem-solving skills.

Base pay range

$33.00/hr - $33.00/hr

Job Details

Job Title - Administrative Assistant

Job Location Type - Hybrid

Job type – 12 months

Shift Schedule – 1st shift

Key Responsibilities

• Provide advanced administrative support to VP and team leaders
• Serve as back-up admin support to other team members as needed
• Handle sensitive and confidential business information
• Assist in tracking budget expenditures
• Maintain departmental files in compliance with corporate and government regulations
• Work within Microsoft Office Suite, Concur, SharePoint, Visio, OrgPlus, and corporate systems
• Coordinate new employee office setups and onboarding
• Train and coordinate work for new administrative assistants
• Manage calls and calendars, proactively resolving scheduling conflicts
• Coordinate Teams/Zoom/Telepresence connections and resolve remote access issues
• Arrange travel and process expense reports
• Prepare correspondence, documents, and presentations
• Manage shipments, couriers, and office supplies
• Process invoices and vendor onboarding
• Plan and coordinate meetings/events with catering
• Update binders and manage publications/articles requests

Leadership And Interpersonal Skills

• Understand tasks and expectations fully, seek clarification as needed
• Understand and meet deadlines; communicate any obstacles in advance
• Demonstrate strong problem-solving and accountability skills
• Build rapport and trust with stakeholders
• Prioritize work effectively across multiple requests

Requirements

• Some college preferred
• Pharmaceutical or CRO industry experience strongly preferred
• Minimum 7+ years of executive-level administrative experience
• Proficiency in Microsoft Office Suite, Concur, SharePoint, Visio, OrgPlus
• Strong understanding of corporate business processes
• Fast learner with ability to adapt quickly and change course as needed

Seniority level

• Associate

Employment type

• Contract

Job function

• Administrative

Industries

• Medical Equipment Manufacturing and Pharmaceutical Manufacturing

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