Administrative Assistant IV-Brand Marketing (Lake Forest)

Duration: 12 months contract

Location: Mettawa, IL (Hybrid)

Job Description:

This position offers a dynamic opportunity for an individual seeking to grow their career in a supportive and collaborative environment. The organization provides a positive corporate culture where contingent staff are valued as integral team members to achieve business objectives. Below are some of the perks available to contingent staff:

• Access to various technology and training to enhance and expand skill levels.
• Leadership support to align career development with personal interests and goals.
• Flexible schedules, depending on team requirements.
• Collaborative team environment fostering a positive work experience.
• Inter-campus shuttles for convenient building-to-building transport with on-demand service.
• Complimentary shuttle service from local transit stations to the campus (location-dependent).
• Complimentary coffee service at various locations (location-dependent).

Responsibilities:

The Admin Level IV provides advanced administrative support to VP-level executives or equivalent, with potential backup support for higher-level management or other staff as needed. Responsibilities include, but are not limited to:

• Ensuring compliance with corporate and divisional policies, including purchasing/requisition procedures, security and privacy rules, branding guidelines, and copy center procedures (if applicable).
• Interacting with high-level executives and handling confidential or business-sensitive information.
• Tracking budget expenditures as assigned.
• Coordinating and maintaining departmental files in compliance with corporate and government regulations.
• Utilizing Microsoft Office Suite and other business-specific software, including corporate travel/expense systems and employee performance management tools (as applicable).
• Managing new employee office setups and onboarding processes.
• Training or coordinating work for new administrative assistants.
• Performing administrative functions, including:
• Answering phones and managing inquiries.
• Calendar management, proactively resolving scheduling conflicts.
• Setting up Teams/Zoom and telepresence systems, acting as a liaison for remote access issues.
• Scheduling travel and processing expense reports.
• Managing correspondence, scheduling couriers, preparing FedEx labels, and handling shipments.
• Ordering office supplies and processing invoices.
• Planning meetings/events and coordinating catering.
• Creating or modifying business documents and preparing presentations from source materials.
• Handling large copy requests, preparing binders, and requesting publications/articles.
• Onboarding contracted vendors.
• Operating with general instructions and minimal supervision.
• Safeguarding confidential information.

Experience:

• 7+ years of previous administrative experience supporting executives.
• Experience in a pharmaceutical company or Contract Research Organization (CRO) strongly preferred.
• Some leadership or supervisory experience desired.
• Intermediate-to-advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Proficiency in Concur, SharePoint, Visio, or OrgPlus.
• Understanding of business processes and requirements.
• Make it happen attitude with persistence.
• Ability to learn quickly, grasp key concepts, and adapt to changing priorities.

Skills:

• Fully understands assigned tasks and expectations, seeking clarification when needed.
• Communicates obstacles to meeting deadlines and provides status updates proactively.
• Demonstrates strong problem-solving skills and accountability for actions/mistakes.
• Challenges the team to continuously improve.
• Prioritizes work effectively, balancing multiple requests.
• Build strong working relationships with client areas, fostering rapport and trust.
• Exhibits excellent listening skills.

Education:

• Some college preferred.

About US Tech Solutions:

US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit

US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Recruiter Details:

Name: Jyoti

Email:

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