Administrative Assistant IV

Administrative Assistant Star Floater

Looking for experienced admins, that won't require a lot of ramps up. Supporting: Varies-SVPs, VPs, Directors, Senior Directors, Managers, Heads Job Duties: Calendaring, Travel (domestic/international), Expenses using Concur, Conference room coordination, Catering, offsite meeting preparations, PowerPoint, Excel, Word familiarity. Must have experience doing these tasks.

STAR Contract Administrative Assistant IV-Floater

• The STAR Executive Assistant will be hired to fulfill our Admin requests to support long-term or short-term assignments throughout our organization. This role is an as needed admin and must be comfortable with the possibility of not doing 40 hours per week. While some assignments may be 40 hours per week, there may be times when they are not on assignment. The admin would be contacted to fill in temporary projects/assignments when needed. Must be comfortable to adapt to different leadership styles.
• The STAR Admin may be filling in for other admins when on vacation, medical leave, sick time, or require additional admin support on their team to meet project deadlines. Must be available and flexible for these assignments.
• All the leaders are looking for sharp, experienced admins with a proactive approach to doing their work. One who would learn and understand the leader's priorities, be the eyes and ears of the leader, connect with the business and others to get things done. If they don't know how to do something to figure it out by reaching out to others etc., they reach out to meeting requests to get more info on why they need time from the leader and so on. Work effectively with other admins and keep leaders and team organized.
• The STAR Program needs a candidate with good stable work history. Open to being coached and developed by STAR Executive Admins and leadership team. Performance will be reviewed by leader/admin supporting and assessed to appropriately provide feedback and development.
• Assignment locations will vary within our Lake County, IL. or Irvine Locations (remote). Must report onsite (Lake County, IL), unless otherwise stated by the leader/admin requesting support.
• STAR Admin Training and shadowing will be provided prior to being placed on assignment.
• Responsible for all administrative functions of the department: answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports using Concur and Travel, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, Teams Meetings and Telepresence setups, acting as a liaison for remote access issues.

STAR Program Executive Admin Responsibilities & Expectations Include:

• STAR Admin may have to take on multiple assignments simultaneously to meet the business needs, when schedule requires it.
• Skilled in building trust quickly across different levels.
• Adept at influencing without authority and managing relationships without diplomacy.
• Quickly adapt and step in when needed, and able to adjust to different leadership or team styles. Be able to shift assignments, and be ready exclusively when the executive suite requests an Admin.

Key Assignment Responsibilities Include:

• Provides general administrative support to SVPs, VPs, Managers, Directors, and Heads.
• Effectively monitors manager and team calendars, proactively solves conflicts and has independent judgment.
• 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.
• Orders, business cards and stationery.
• Uses and understands Client 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.
• 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 Problem-Solving 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.
• Experience working in pharmaceutical company or CRO strongly preferred.
• 5+ years previous admin experience supporting executives
• Must have Intermediate to advance knowledge of Client Office Suite, Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements
• "Make it happen" spirit & attitude as well as persistence.
• Learns fast, grasps the "essence" and can change courses quickly where needed