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Administrative Assistant

Deerfield, IL 60015

Posted: 09/14/2023 Employment Type: Contract Job Category: Administrative Job Number: 581310 Is job remote?: Yes Country: United States

Job Description

JOB DESCRIPTION
The Administrative Assistant position provides professional administrative services to improve operating efficiency to an executive, department, or individual(s); and works with regular supervision to plan, prioritize, communicate and organize workloads.

ESSENTIAL FUNCTIONS:
Provides professional administrative support to the individual/team which may include:
  • Maintaining individual, as well as department and corporate calendars (Outlook)
  • Scheduling, coordinating, and executing hybrid (in-person/virtual) meetings for the department inclusive of organizing meeting rooms, room reservations, Video conferencing, tele-conferencing, and meal catering
  • Creating documents and presentations using Word and/or PowerPoint as directed
  • Helping organize department level events along with department leadership
  • Coordinating travel arrangements in line with company travel policy (air, hotel, car, transfers)
  • Compiling, processing and submitting expense reports utilizing Concur
  • Coordinating interview schedules for the VPs and their direct reports (scheduling, travel logistics, point of contact)
  • Initiating Purchase Orders upon request (including applicable signatures and payment coordination)
  • Aggregating and submitting contracts and SOWs to the appropriate internal systems and tracking progress towards signature
  • Managing departmental logistics: producing and distributing correspondence, organization charts, misc. lists, reports, faxes, forms, ordering office supplies
  • Supporting department personnel as needed
  • Serving as project lead/coordinator for on and off-site meetings/functions to include: department communications, meeting rooms, catering, travel and other misc. logistics
  • Other miscellaneous duties as assigned including acting as department face with visitors or new employees in the department
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 for busy departments while meeting important deadlines on a variety of projects
  • Ability to support multiple individuals and to handle day-to-day activities in a fast-paced environment while meeting important deadlines on projects
  • Proficient in MS Word, Excel, PowerPoint, and Outlook, and Teams
  • Clear and professional, written, oral, and interpersonal skills
  • Solid internet research abilities
  • Excellent organizational and time management skills with the ability to multi-task
  • Ability to handle sensitive information with the highest degree of integrity and confidentiality
  • Demonstrated initiative and flexibility
  • Ability to work well in a team environment
  • Ability to accomplish set objectives with minimal supervision (a self-starter)
  • Detail oriented and self-motivated
PREFERRED EDUCATION, EXPERIENCE AND SKILLS:
  • 3+ years direct department experience
  • Experience in the pharmaceutical industry
Accredited BS/BA degree
 
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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 Planet Pharma.

Planet Pharma and The Planet Group of Companies are equal opportunity employers. It is our practice not to discriminate against any employee or applicant based on any criteria, condition or basis protected by laws or regulations in the locations where we do business. All qualified applicants are encouraged to apply. We celebrate diversity and are committed to providing an environment of mutual respect. We believe that diversity, equity and inclusion enable us to better meet our mission and values while serving our clients across the globe. If you have a disability or handicap and would like us to accommodate you in any reasonable way, please inform your recruiter, or contact us, so that we can discuss the appropriate alternatives available.

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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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