ADMINISTRATIVE ASSISTANCE-REMOTE POSITION

Star Admin Assistant IV

Job duration: 12+ months

Job location: North Chicago, IL (3 days onsite, 2 days remote)

Job Duties:

Meeting and planning expertise (Project management skills), process expense reports and manage travel. Take meeting notes, onboarding and offboarding at any level, pulling together content for large scale meetings, PowerPoint or working in excel-anything Client Product, expense reports-specifically for offsite meetings, Travel-less than 10-15% of the job, booking hotel rooms, organized. Manage and update agendas and monthly business updates.

Behavior Preferences:

Detail oriented, operates in a fast-paced environment, makes independent judgment when it comes to calendaring and meeting planning. Works well with others and is able to address challenges in a professional manner. Communicates well both written and orally. Handles projects and meets deadlines. Responsible for all administrative functions (Omnichannel): calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, 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. Takes meeting notes. Manage and update agendas and monthly business updates. Effectively monitors manager and team calendars, proactively solves conflicts. 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 as needed. 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. May train/coordinate work for new administrative assistants. Operates with general instruction and some supervision. Safeguards 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.

Requirements:

Some college preferred. Some leadership or supervisory experience desired. Experience working in pharmaceutical company is strongly preferred. 7+ years previous admin experience supporting executives. Must have Intermediate to advance knowledge of Client Office Suite, Teams, SharePoint Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements. "Make it happen" spirit & attitude as well as persistence. Adaptive learner that grasps information quickly and adapts to changes that may happen daily.