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Executive Administrative Assistant

Mettawa, IL 60045

Posted: 11/10/2023 Job Number: 25632307 Pay Rate: 29.0-31.0 USD/Hour

Job Description


Onsite Monday - Wednesday and remote on Thursday Friday.
The pay ranges between $29 - $31 per hour.
Required Skills:
  • Some college preferred.
  • 7+ years previous admin experience supporting executives.
  • Must have intermediate-to-advanced knowledge of Microsoft 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.
  • Behavior Preferences outgoing, gets along with everyone, family oriented, fit well with the team, willing to go outside of the box with different ways of thinking.
  • Go beyond the basic admin responsibilities.
  • Helps with projects.
  • Some leadership or supervisory experience desired.
  • Experience working in pharmaceutical company or CRO strongly preferred.

Project Description:
  • Calendar support, projects, expense reporting.
  • Travel if needed offsite once a year but not constant.
  • Provides general administrative support.
  • May provide back-up support to higher-level management, 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).
  • 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.
  • Uses and understands Microsoft 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 Senior Director of Patient Engagement 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
  • Operates with general instruction and some supervision.
  • Safeguard's the Client'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.

This 6+ month position starts ASAP.

Please E-MAIL your resume (attachment to email) with rate and availability to Kim: kim@alphaconsulting.Com


Meet Your Recruiter

Kimberly Campbell

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