Planet Pharma
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https://www.propharmagroup.com
https://www.propharmagroup.com
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Administrative Assistant
1201 North Kinzie Avenue Kankakee, IL 60915 US
Posted: 08/28/2024
2024-08-28
2024-10-06
Employment Type:
Contract
Job Category: Administrative
Job Number: 613729
Is job remote?: No
Country: United States
Job Description
Target PR Range: 19-25/hr
*Depending on experience
The Administrative Assistant provides on-site administrative support to the Senior Director of M2U and is vital to the department's overall efficiency. Work is generally administrative and covers a wide range of activities and projects. Multiple demands are typical and require high flexibility, good judgment, organizational and technical skills. Duties vary according to departmental needs, including coordinating and maintaining data, documents, calendars, meetings, and internal communication. Â The Administrative Assistant should have an exceptional ability to anticipate the needs of the Sr. Director, M2U, with the ability to make logical, analytical decisions. Â
1   Work closely with the senior director, M2U, providing administrative assistance, such as creating reports, documents, and presentations; drafting memos; preparing communications; tracking departmental metrics; and performing duties on the senior director’s behalf.
2Â Â Â Prioritizes and executes tasks with minimal direction or supervision. Handles sensitive and confidential information with discretion and professionalism. Plans and organizes work to ensure the Senior Directors' priorities are met, organizational goals are achieved, and best practices are upheld. Â
3Â Â Â Clerical tasks include compiling and preparing information using MS Office, including correspondence, reports, tables, and analysis. They also include proactively managing calendars, prioritizing the most sensitive matters, scheduling meetings, organizing events, and coordinating meeting logistics, including room setup and catering. Assist with projects involving employee engagement. Communicate effectively both verbally and in writing.Â
4Â Â Â Takes the initiative and independently manages special/administrative projects. Â Develop strategies to increase employee engagement and create a positive work environment. Â Attends staff meetings, prepares meeting agendas, and takes meeting minutes. Updates eBoards, the monthly newsletter, and the monthly Business Review. Maintains email distribution lists. Provides a positive presence and excellent support with communications and in-person meetings
5Â Â Â Arranges domestic and international travel arrangements, including flights, hotel accommodations, and transportation.Â
6Â Â Â Ensures efficient processing of operational expenses. Monitors and manages expenses to align with budgetary constraints and company policies. Performs minor accounting duties. Completes check requests as applicable. Enters purchase requisitions into Ariba, tracks and receives orders, and processes invoices for payment. Reviews open purchase orders. Reconciles monthly company credit card statements.
7   Maintain the facility's Expense A.R.’s.  Review, assign, route, and track Expense A.R.'s for processing.  Expense ARs are done for repair work in existing buildings or to repair existing equipment.  All EARs are submitted to the M2U Administrative Assistant.  The AA verifies the bidding process, single-source memos, and other documents.  Documents are compiled and sent through DocuSign to obtain electronic signatures, sent to finance for final processing, and set up in SAP.
8Â Â Â Interacts with staff and senior-level managers, executives, external partners, and consultants. Proactively ensures the smooth and efficient flow of day-to-day operations. Works closely with other administrative staff and supports other colleagues as needed.Â
9Â Â Â Ability to work independently and proficiently. Anticipates pressing priorities and successfully responds to unforeseen hurdles with urgency and practical business judgment. Ensures that deadlines are met and adapts to changing priorities.
10   Provide a positive and equitable working environment emphasizing the Values of Customer Focus, Innovation, Integrity, Collaboration, and Superior Performance.
11   Complies with Safety Program requirements, including Health and Safety mandates and OSHA requirements.
12Â Â Â Completes any other duties/responsibilities assigned by senior management.
Education
  Â
•   Associate degree (bachelor’s degree preferred)
•   Certified Administrative Professional (CAP) certificate a plus.
Experience
   •   Minimum two years in a comparable position in a global organization.
•   Strong oral and written communication skills, including interpersonal communications, writing, facilitating, and public speaking; tact and diplomacy in dealing with others.
•   Strong strategic thinking and problem-solving skills.
•   Professionalism in dealing with sensitive and confidential information and upholding strict confidentiality.
•   Able to work in a dynamic, team-oriented, fast-paced environment while being proactive, flexible, and independent.
•   Time management and organization skills with meticulous attention to detail and accuracy.
•   Proficient in MS Office (Word, Excel, and PowerPoint) and related software.Â
Competencies
   •   Communicates effectively.
•   Collaborates
•   Instills trust.
•   Customer focus
•   Plans and aligns.
•   Resourcefulness
Â
*Depending on experience
The Administrative Assistant provides on-site administrative support to the Senior Director of M2U and is vital to the department's overall efficiency. Work is generally administrative and covers a wide range of activities and projects. Multiple demands are typical and require high flexibility, good judgment, organizational and technical skills. Duties vary according to departmental needs, including coordinating and maintaining data, documents, calendars, meetings, and internal communication. Â The Administrative Assistant should have an exceptional ability to anticipate the needs of the Sr. Director, M2U, with the ability to make logical, analytical decisions. Â
1   Work closely with the senior director, M2U, providing administrative assistance, such as creating reports, documents, and presentations; drafting memos; preparing communications; tracking departmental metrics; and performing duties on the senior director’s behalf.
2Â Â Â Prioritizes and executes tasks with minimal direction or supervision. Handles sensitive and confidential information with discretion and professionalism. Plans and organizes work to ensure the Senior Directors' priorities are met, organizational goals are achieved, and best practices are upheld. Â
3Â Â Â Clerical tasks include compiling and preparing information using MS Office, including correspondence, reports, tables, and analysis. They also include proactively managing calendars, prioritizing the most sensitive matters, scheduling meetings, organizing events, and coordinating meeting logistics, including room setup and catering. Assist with projects involving employee engagement. Communicate effectively both verbally and in writing.Â
4Â Â Â Takes the initiative and independently manages special/administrative projects. Â Develop strategies to increase employee engagement and create a positive work environment. Â Attends staff meetings, prepares meeting agendas, and takes meeting minutes. Updates eBoards, the monthly newsletter, and the monthly Business Review. Maintains email distribution lists. Provides a positive presence and excellent support with communications and in-person meetings
5Â Â Â Arranges domestic and international travel arrangements, including flights, hotel accommodations, and transportation.Â
6Â Â Â Ensures efficient processing of operational expenses. Monitors and manages expenses to align with budgetary constraints and company policies. Performs minor accounting duties. Completes check requests as applicable. Enters purchase requisitions into Ariba, tracks and receives orders, and processes invoices for payment. Reviews open purchase orders. Reconciles monthly company credit card statements.
7   Maintain the facility's Expense A.R.’s.  Review, assign, route, and track Expense A.R.'s for processing.  Expense ARs are done for repair work in existing buildings or to repair existing equipment.  All EARs are submitted to the M2U Administrative Assistant.  The AA verifies the bidding process, single-source memos, and other documents.  Documents are compiled and sent through DocuSign to obtain electronic signatures, sent to finance for final processing, and set up in SAP.
8Â Â Â Interacts with staff and senior-level managers, executives, external partners, and consultants. Proactively ensures the smooth and efficient flow of day-to-day operations. Works closely with other administrative staff and supports other colleagues as needed.Â
9Â Â Â Ability to work independently and proficiently. Anticipates pressing priorities and successfully responds to unforeseen hurdles with urgency and practical business judgment. Ensures that deadlines are met and adapts to changing priorities.
10   Provide a positive and equitable working environment emphasizing the Values of Customer Focus, Innovation, Integrity, Collaboration, and Superior Performance.
11   Complies with Safety Program requirements, including Health and Safety mandates and OSHA requirements.
12Â Â Â Completes any other duties/responsibilities assigned by senior management.
Education
  Â
•   Associate degree (bachelor’s degree preferred)
•   Certified Administrative Professional (CAP) certificate a plus.
Experience
   •   Minimum two years in a comparable position in a global organization.
•   Strong oral and written communication skills, including interpersonal communications, writing, facilitating, and public speaking; tact and diplomacy in dealing with others.
•   Strong strategic thinking and problem-solving skills.
•   Professionalism in dealing with sensitive and confidential information and upholding strict confidentiality.
•   Able to work in a dynamic, team-oriented, fast-paced environment while being proactive, flexible, and independent.
•   Time management and organization skills with meticulous attention to detail and accuracy.
•   Proficient in MS Office (Word, Excel, and PowerPoint) and related software.Â
Competencies
   •   Communicates effectively.
•   Collaborates
•   Instills trust.
•   Customer focus
•   Plans and aligns.
•   Resourcefulness
Â
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Although this hasn't been an issue at Planet Pharma, 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.
