Title: Admin Assistant
Location: North Chicago, IL, 60064
Duration: 3-6 months (extension possible based on performance)
Work Schedule: Varies - may include remote work, hybrid (3:2), or full onsite depending on assignment
Role Overview
The
Admin Assistant IV will join the STAR Program to provide
flexible administrative support to various leaders across the organization. This is a
dynamic, on-call role - ideal for experienced, proactive admins who can quickly adapt to new teams, leadership styles, and assignments.
You may be assigned to support executives temporarily - for example, when other admins are on leave, during high-volume projects, or as interim coverage. Assignments may vary in length and schedule, and while some may be full-time, there may be periods with fewer hours.
Note: This is a
temporary role under the STAR Program. While direct FTE conversion is not guaranteed, strong performance can open doors to future opportunities within the organization.
Key Responsibilities
- Administrative Support
- Manage calendars, schedule meetings, book travel, handle correspondence, and coordinate couriers.
- Process expense reports using Concur and manage travel logistics.
- Organize team events, meetings, and training sessions.
- Prepare presentations, business documents, and meeting materials.
- Set up Teams Meetings and Telepresence sessions.
- Executive & Departmental Support
- Provide administrative assistance to SVPs, VPs, Directors, Managers, and other leaders.
- Monitor calendars, proactively resolve scheduling conflicts, and exercise sound judgment.
- Maintain departmental files and follow compliance procedures (security, branding, purchasing, etc.).
- Handle confidential and sensitive information with discretion.
- Program Support & Flexibility
- Take on multiple assignments simultaneously when needed.
- Step in to cover for other admins during absences (vacation, medical leave, etc.).
- Adapt quickly to different teams and leadership styles.
- Support onboarding and office setup for new employees.
- Participate in STAR Admin training and shadowing before assignments.
Qualifications & Experience
- Education: Some college preferred.
- Experience:
- Minimum 5+ years of executive administrative support experience.
- Pharma or CRO experience strongly preferred.
- Technical Skills:
- Intermediate to advanced Microsoft Office Suite, Concur, SharePoint, Visio/OrgPlus.
- Strong understanding of business processes and administrative workflows.
- Mindset:
- "Make it happen" attitude with strong problem-solving skills.
- Fast learner, adaptable, and able to work independently.
Leadership & Interpersonal Skills
- Understand tasks, deadlines, and expectations clearly; communicate proactively.
- Ask for clarification when needed and provide status updates regularly.
- Demonstrate accountability and own mistakes.
- Build trust quickly across all levels, influence without authority, and manage relationships diplomatically.
- Balance multiple priorities while maintaining strong working relationships.
- Comfortable working under varying leadership styles and shifting assignments as needed.
Behavioral Preferences
- Adaptable and teachable with a growth mindset.
- Detail-oriented and organized.
- Strong project management and prioritization skills.
- Professional, flexible, and able to build trust quickly.
- Comfortable working closely with all levels of leadership.
- Acts as a professional ambassador of the STAR Program.
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Spectraforce Technologies
remote work
Oct 17, 2025