Administrative Assistant

Posted 28 August 2023
Salary US$19 - US$22 per hour
LocationNorth Chicago
Job type Temporary
DisciplineLife Science Recruitment
Contact NameDanielle StGeorge

Job description

Administrative Assistant

6months-12months contract

Possible hybrid schedule with 1 day from home, based on performance.

$19/HR-$22/HR based on benefits

North Chicago, IL

Are you tired of your same old administrative assistant position and are looking for something that has some more excitement to it?! IF SO, please keep reading and APPLY!

Orion Group is currently hiring an Administrative Assistant to support the legal department for our multinational pharmaceutical client in North Chicago.

The Administrative Assistant chosen for this position will be helping set up for training events, conference events, meetings, calendaring, and a lot of support work for activities, projects, and team meetings. The Admin chose would be supporting a team and would also be in charge of stocking office supplies, coffee, paper, notebooks, PowerPoint editing, 5-6 people but work with cross-functional team.

The Administrative assistant must be able to pick up quickly, and keep up with a fast paced environment! SharePoint, PowerPoint, Excel are some of the main technologies used for this position.

Administrative Assistant Responsibilities:

  • 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 Senior Director of Legal Operations 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.

Administrative Assistant Qualifications:

  • 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.
    * Some college preferred.
    * Experience working in pharmaceutical company or CRO strongly preferred.
    * 3+ 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.

Our role in supporting diversity and inclusion
As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment.