Admin Assistant IV

US Tech Solutions • Mettawa, IL • 15h ago

Supporting: Head of Omnichannel and (6 directors) Direct Reports

Job Duties:

Meeting and planning expertise ( Project managemen t Skills), process expense reports and manage travel. Take meeting noted, 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.

Behavior Preferences:

Detail oriented, operates in a fast-paced environments, makes independent judgment when it comes to calendaring and meeting planning . Works well with others and is able to address challenges in professional manner. Communicates well both written and orally. Handles projects and meets deadlines.

Responsible for all administrative functions (Omnichannel): 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.

Key Responsibilities Include:

Provides general administrative support.

Takes meeting notes.

Manage and update agendas and monthly business updates

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.

Provide status updates prior to any deadline.

Be a good listener.

Demonstrate strong Critical Thinking Skills

Be 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.

Requirements

Some college preferred.

Some leadership or supervisory experienc e desired.

Experience working in pharmaceutical company strongly preferred.

7+ years previous admin experience supporting executives.

Must have Intermediate to advance knowledge of Microsoft Office Suite, Teams, Sharepoint 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.

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 www.ustechsolutions.com.

US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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