Executive Administrative Assistant
 Spectraforce Technologies | |
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 Nov 13, 2024 | |
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Title - Executive Administrative Assistant
Duration - 12 Months Location - Mettawa, IL 60045 Provides administrative support to the Marketing business supporting Head of Marketing, two Directors, and back-up for the VP's assistant. Responsible for all administrative functions of the department: 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, Zoom and Telepresence setups, acting as a liaison for remote access issues and work collaboratively with other admins in the department. Core 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 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 Web site * 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 Client 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 Problem-Solving Skills * Be Accountable and Responsible for actions/mistakes * Challenges the team to always do better * Develops an understanding of business partner needs, offers collaboration, and follows through on commitments * Prioritizes own work, balancing multiple requests for assistance. Establishes good working relationships with client areas; builds rapport and trust with others * Some project management * Meeting planning; some tradeshow or exhibit coordination desirable Technical Skills, Knowledge and Training: * Be competent and fully knowledgeable about common processes and applications such as: * Outlook: Calendaring, Emails * Microsoft Office: Word, PowerPoint, Excel * SharePoint, Microsoft Teams * Telepresence including Teams and Zoom * Ordering and maintaining Office Supplies * Support catering requests * Space planning and moves * Onboarding including equipment (computer, phone, docking station, etc.) * Event planning for appropriate staff and team meetings including SOWs, POs, MSAs, ACRs, P-Card use * New productivity technologies as released (i.e., Teams) * Travel Tool- Concur-Travel & Expense * Conference Room Reservation Site * Utilize Abbvie Internal Training & Resources. Training outside of Abbvie will be at the managers discretion. Requirements * Some college preferred. * Some leadership or supervisory experience desired * Experience working in pharmaceutical company or CRO strongly preferred. * 5+ 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. * Learns fast, grasps the "essence" and can change course quickly where needed * What is a nice to have (but not required) regarding skills, requirements, experience,
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