SPECTRAFORCE · 5 hours ago
Admin Assistant IV
North Chicago, IL
Contract
Onsite
Senior Level
$28/hr - $32/hr
5+ years expSPECTRAFOR is an organization offering a variety of career opportunities in a positive corporate culture. They are seeking an Admin Assistant IV to provide advanced administrative support to team leaders, manage confidential information, and ensure compliance with corporate policies.
ConsultingCRMInformation TechnologyLegal
Responsibilities
Provides Advanced admin support to the team leaders. May provide back-up support to other team staff, 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)
Interact with high-level executives and handle 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 Global Security, such as:
Answering phones. Calendar management, proactively solving conflicts
Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues
Scheduling travel and processing expense reports. Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments
Ordering office supplies. Processing invoices. Meeting/event planning and catering
Creating or modifying business documents. Preparing presentations from source materials
Preparing binders and other large copy requests. Requesting publications/articles
Onboarding various contracted vendors; and Operates with general instruction and some supervision. Safeguard’s company’s confidential information
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
Qualification
Required
Some college preferred. Some leadership or supervisory experience desired
Experience working in pharmaceutical company or CRO strongly preferred
5+ years of previous administrative experience supporting executives
Must have intermediate-to-advanced knowledge of Microsoft Office Suite, Concur, SharePoint or Visio 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
Benefits
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 specific team.
Collaborative team environment, creating a positive experience for those working at 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).
Company
SPECTRAFORCE
Welcome to SPECTRAFORCE, your gateway to NEWJOBPHORIA™! Established in 2004, SPECTRAFORCE is now one of the largest and fastest growing U.S.
1001-5000 employees
H1B Sponsorship
SPECTRAFORCE has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (3)
2024 (6)
2023 (1)
2022 (6)
2021 (8)
2020 (7)
Funding
Current Stage
Late StageCompany data provided by crunchbase