Title: Administrative/Executive Assistant
Duration: 12+ months (Possibly to Extended)
Mettawa, IL 60045 - Hybrid: 3days onsite, 2days remote (Mon-Fri)
Job Summary: Supporting: Head of Omnichannel and (6 directors) Direct Reports.
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. Role may require some travel to while coordinating offsites at least twice per year.
Job Duties:
*** 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 ***.
• 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).
Responsible for all administrative functions (Head of International Market Analytics and Business Insights ): calendar management, scheduling travel, managing correspondence, 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. 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.
• Safeguard’s *** 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.
• Behavior Preferences: Detail oriented, operates in a fast-paced environments, makes independent judgment when it comes to calendaring and meeting planning. Able to proactively anticipate needs, address challenges in a professional manner. Communicates well both written and orally. Handles projects and meets deadlines.
Requirements:
• 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.
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.
job ID: 25-44986
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