Administrative Assistant IV - KYYBA, Inc
Mettawa, IL 60045
About the Job
Job Title: Administrative Assistant IV
Contract: 1 year to start (W2)
Location: Mettawa, IL (onsite on Tues to Thurs)
Client 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 where contingent staff are embraced as an integral part of their staffing to meet their business objectives, here are just a few of the perks you can look forward to enjoying once you have been offered and accepted a contingent position within the client:
· Various technology and training 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 specific team;
· Collaborative team environment, creating a positive experience for those working at the company
· Inter-campus shuttles to get you from building to building with on-demand service to allow you to make the most of your workday;
· Complimentary shuttle service from the Metro to the campus (depending on the region/campus); and
· Complimentary coffee service throughout locations (depending on the region/campus).
Key Responsibilities include, but are not limited to, the following:
· 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 (fill in team name here), such as:
o Answering phones;
o Calendar management, proactively solving conflicts;
o Handling Teams/Zoom and general TelePresence setups and acting as liaison for remote access issues;
o Scheduling travel and processing expense reports;
o Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments;
o Ordering office supplies;
o Processing invoices;
o Meeting/event planning and catering;
o Creating or modifying business documents;
o Preparing presentations from source materials;
o Preparing binders and other large copy requests;
o Requesting publications/articles;
o Onboarding various contracted vendors; and
· Operates with general instruction and some supervision.
· Safeguard company'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 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.
· "Make it happen” spirit and attitude as well as persistence.
· Learns fast, grasps the "essence,” and can change course quickly, where needed.