Executive Admin

STAR Program Contractor Request
Team:   International Marketing Analytics
Need: Administrative Assistant
12-month contract to start 
Supporting: Head of International Marketing Analytics and Business Insights
$30/HR  M-F 8am-5pm 
Onsite, potential WFH days TBD 
Mettawa, IL 


Admin Level IV –


Responsible for all administrative functions (Head of International Market Analytics and Business Insights ): calendar management, scheduling travel, managing correspondence, 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. May provide back-up support to higher-level management as needed.
• 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 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- not required 
• Some leadership or supervisory experience desired.
• Experience working in pharmaceutical company, CRO, healthcare, or packaged goods industry preferred.
• 7+ years previous admin experience supporting executives.
• Must have Intermediate to advance knowledge of Microsoft Office Suite, 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.

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.