Scalence L.L.C. · 1 week ago
Admin Assistant IV
North Chicago, IL
Full-time
Onsite
Senior Level
$25/hr - $30/hr
5+ years expScalence L.L.C. provides a vast array of opportunities for individuals looking to develop their careers in a positive corporate culture. The Admin Assistant IV will provide advanced administrative support to team leaders, interact with high-level executives, and manage various office functions to ensure compliance and efficient operation.
Information Technology & Services
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 Client 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 client 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
5+ years of previous administrative experience supporting executives
Must have intermediate-to-advanced knowledge of Client 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
Preferred
Some college preferred
Some leadership or supervisory experience desired
Experience working in pharmaceutical company or CRO strongly preferred
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 clients.
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
Scalence L.L.C.
In today’s dynamic and competitive market, success hinges on mastering three key areas: Data Intelligence, Business Resilience, and Digital Experience.
501-1000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase