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Administrative Assistant

Spectraforce Technologies
United States, Illinois, North Chicago
Jul 10, 2025
Position Title: Administrative Assistant

Work Location: North Chicago, IL

Assignment Duration: 8+ Months

Work Schedule: Hybrid

Work Arrangement: Training: Onsite


Position Summary: Responsible for all administrative functions (Clinical Development Solutions): 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 Meetings and Telepresence setups, and acting as a liaison for remote access issues.

Background & Context:

  • Our organization provides a vast array of opportunities for an individual looking for an organization with whom they can flourish and develop their careers in a variety of directions.
  • In addition to a beautiful environment and a positive corporate employee culture, contingent staff are embraced as an integral part of their staffing to meet business objectives.
  • 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 at our organization.
  • 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).



Key Responsibilities:

  • 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's our organization's confidential information.



Qualification & Experience:

  • Some college preferred.
  • Some leadership or supervisory experience desired.
  • Experience working in pharmaceutical company or CRO strongly 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.

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