Project Coordinator - SPECTRAFORCE

• Job title: Project Coordinator
• Duration: 24 months
• Location: North Chicago IL 60064 - Onsite to start, but open to Hybrid down the line

Job Description

• The Project Coordinator is responsible for all administrative functions for the Vice President of the Global Policy & U.S. Access Strategies (GPAAS) in the Government Affairs department at Company, including calendar management, scheduling travel, processing expense reports, meeting/event planning, creating or modifying business documents, handling telepresence setups, and acting as a liaison for remote access issues.
• They will also serve as project and personnel coordinator to ensure team deliverables are met on time and organized to ensure the right content is prepared and expertise is collected and represented.

Key Responsibilities Include:

• Provides general administrative support by effectively monitoring manager and team calendars, organizing travel, submitting expense reports and proactively solving calendar conflicts and making strategic recommendations on timing of meetings that allows for deadlines to be met and strategic conversations to happen in advance of meetings with senior leaders.
• Organizes and manages internal and external group workshops on issues; including scheduling, logistics (i.e., book conference room/venue and manage catering for events), travel, developing the templates, managing the deadlines in preparation for the event, and tracking deliverables and next steps of the work associated with the workshop.
• Interacts with high-level executives and their administrative assistants; manages confidential or business-sensitive information.
• Monitors and prioritizes administrative/HR deadlines, highlights actions, and routinely suggests a plan of action, ensuring deadlines are met.
• Manages agendas for team meetings, develops materials to support meeting productivity and ensures pull through of assigned tasks.
• Develop streamlined communication processes to ensure team receives information and guidance to meet appropriate project deadlines. Support manager and their team with tracking of projects and budgets.
• Work cross-functionally across multiple departments to ensure team IT and system needs and requirements are addressed.
• Works in partnership with administrative assistants in GA and other functions to collaboration and support to get things done.
• Tracks lobbying hours and develops a reliable system for ensuring paperwork submitted in a compliant and timely manner.
• Orders business supplies for the manger and develops a system to keep regular inventory of regularly used items.
• 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.

Leadership and Interpersonal Skills:

• Fully understand assigned tasks and any associated expectations.
• Motivated – Self-Starter
• Ask for clarification as needed.
• Understand the deadlines and deliverables.
• Communicate any obstacles that prevent the completion of any deadline.
• Provide status updates prior to any deadline.
• Be a good listener.
• Demonstrate strong critical thinking skills
• Be accountable and responsible for actions/mistakes.
• Prioritizes own work, balancing multiple requests for assistance.
• Establishes good working relationships with client areas; builds rapport and trust with others.
• “Make it happen” spirit and attitude, as well as persistence.
• Adaptive learner who grasps information quickly and adapts to changes that may happen daily.
• Operates with general instruction and some supervision.
• Safeguard’s Company confidential information.

Qualifications

• Bachelor’s degree or partially completed degree preferred.
• Some leadership or supervisory experience desired.
• Experience working in pharmaceutical company or CRO preferred, but not required.
• Must have Intermediate to advanced knowledge of Microsoft Office Suite, Concur, SharePoint, Visio, or OrgPlus, and an understanding of business processes and requirements.