Administrative Assistant

Spectraforce Technologies

Aug 11, 2025
Position Title: Administrative Assistant Work Location: Mettawa, IL 60045 Assignment Duration: 1 Year (Possible Extension) Work Schedule: Hybrid 3 onsite-2 WFH (3:2) Onsite 3 days, opportunity to work remotely on Mondays and Fridays depending on executive's schedules Work Arrangement: Contract Only - If headcount available will hire. No guarantee. Position Summary: Responsible for all administrative functions for the Head of International Market Analytics and Business Insights and supporting team members. Background & Context: Our organization provides a vast array of opportunities for an individual looking for an organization with whom they can flourish and develop their careers in a variety of directions. In addition to a beautiful environment and a positive corporate employee culture, contingent staff are embraced as an integral part of their staffing to meet business objectives. Various technology and training are available for anyone looking to expand and improve their current skill levels. Leadership support to drive your career into areas of interest to meet your passion and career goals. Flexible schedules in many cases, dependent on the specific team with whom you work. Collaborative team environment; creating a positive experience for those working at our organization. Inter-Campus shuttles to get you from building to building with on demand service that allows you to make the most of your workday. Complimentary shuttle service from the Metro to the campus (depending on the region/campus). Complimentary coffee service throughout their locations (depending on the region/campus). Key Responsibilities: Provides general administrative support. May provide back-up support to higher-level management as needed. 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. Uses and understands Microsoft 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 our organization's confidential information. 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. 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 Microsoft 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. Qualification & Experience: Some college preferred. Some leadership or supervisory experience desired. Experience working in pharmaceutical company, CRO, healthcare, or packaged goods industry preferred. 7+ years previous admin experience supporting executives. Must have Intermediate to advance knowledge of Microsoft Office Suite, 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.