Administrative Assistant IV

Job Title: Admin Assistant IV
Job duration: 12+ months
Job location: Mettawa, IL (3 days onsite and 2 days remote)

Admin Level IV
Key Responsibilities include, but are not limited to, the following:
Provides Advanced admin support to the team leaders. May provide back-up support to other team staff, as needed.
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).
Interact 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 Client 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 *** 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 *** confidential information.
Leadership and Interpersonal Skills:
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.

Requirements:
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 Client 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.