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Administrative Assistant

Deerfield, IL 60015

Posted: 03/24/2023 Employment Type: Contract Job Category: Administrative Job Number: 553452 Is job remote?: No Country: United States

Job Description

The Administrative Assistant position provides professional administrative services to the US Medical Affairs (USMA) team.  To support and improve overall operating efficiency, the individual in this role works under general guidance to plan, organize, and execute daily operations, and takes responsibility for special projects as needed.
Essential Functions:
  • Administering e-mail and calendaring via Outlook for VP USMA
  • Supports MALT (Medical Affairs Leadership Team) with activities related to planning, organizing, and executing the day-to-day operations of USMA, including proactive & effective management of all information assets in support of MALT cross-functional activities, including coordination of meeting agendas, minutes, materials, & schedules  
  • Coordinating travel arrangements for MALT in line with company travel policy (air, hotel, car, transfers, and rail)
  • Compiling, processing, and submitting expense reports for MALT utilizing Concur, Bank of America and work systems
  • Managing departmental logistics: distributing mail, producing, and distributing correspondence memos, letters, email distribution lists, SharePoint site, DocuSign, organizational charts, lists, reports, faxes, forms, ordering office supplies, including meeting logistics (room reservations, video conferencing, meal catering) for USMA & MALT (outside of quarterly meetings) 
  • Contract Coordinator for department - Process all vendor contracts through the Ariba system
  • Processing Purchase Orders, and non-PO payments through the SAP system, as well as vendor set up, and responsible for budget tracking
  • Coordinating interview process and onboarding for all MA candidates (scheduling, travel logistics and point of contact)
  • Providing front desk and other department back-up and/or relief as required
  • Serve as Department Safety Marshal
Required Education, Experience, and Skills:
  • High School Diploma/GED
  • 3+ years of administrative experience supporting multiple individuals in a fast-paced environment
  • Ability to handle day-to-day activities while meeting important deadlines on a variety of projects
  • Proficient in MS Word, Excel, PowerPoint, Outlook, and Teams, and solid internet research abilities
  • Clear and professional, written, oral, and interpersonal skills
  • Ability to handle sensitive information with the highest degree of integrity and confidentiality
  • Anticipate and advise on departmental needs
  • Demonstrated initiative and ability to accomplish set objectives with minimal supervision (a self-starter)
  • Ability to work well in a team environment
  • The Company requires all employees to be fully vaccinated against COVID-19 as a condition of employment. Newly hired employees must be fully vaccinated against COVID-19 and provide proof upon hire, or request a medical or religious accommodation
Preferred Education, Experience, and Skills:
  • 5+ years direct department administrative experience
  • Experience in the pharmaceutical industry
  • Accredited BS/BA degree

  • No overnight travel requested unless unique circumstances arise
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Although this hasn't been an issue at The Planet Group, the staffing industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly and never provide banking information during the application process. Candidate safety is a top priority at The Planet Group.

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