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Administrative Assistant IV

Spectraforce Technologies
United States, Massachusetts, Cambridge
Jul 29, 2025
Job Title:Administrative Assistant IV Location: Riverwoods, IL(60045) Duration: 1 Year Part-time 20 hrs per week, Mon-Thurs, 9-2 pm, Hybrid Key Responsibilities: 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 the specific team with whom you work. * Collaborative team environment; creating a positive experience for those working. * Inter-Campus shuttles to get you from building to building with on demand service that allows you to make the most of your workday. * Complimentary shuttle service from the Metro to the campus (depending on the region/campus). * Complimentary coffee service throughout their locations (depending on the region/campus). Responsible for all administrative functions for the Immunology Derm/Rheum Consumer Marketing teams: calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, ordering lunches for onsite and offsite business meetings, 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. * Coordinates meeting/event planning, and ordering lunches for onsite and offsite business meetings * Scheduling team travel and processing expense reports * 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's 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. * Proactively manages manager(s) calendar, resolving scheduling conflicts as needed Requirements: * Some college preferred but not required. * 3+ years previous admin experience supporting executives. * Must have Intermediate to advance knowledge of Microsoft Office Suite, Concur, SharePoint, and understanding of business processes and requirements. * "Make it happen" spirit & attitude as well as persistence and proactivity. * Adaptive learner that grasps information quickly, and adapts to changes that may happen daily.