Administrative Assistant IV

Position Title: Administrative Assistant IV Work Location: 1 N Waukegan Road North Chicago, Illinois, 60064 Assignment Duration: 6 Months (Potential Extension) Work Schedule: WFH Model (3:2) Work Arrangement: Hybrid Position Summary: Provides Advanced admin support to the team. Responsible for compliance with applicable Corporate and Divisional policies and procedures, including expense and travel policies. 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. This role supports the IRA Strategy Team within a collaborative corporate environment. Key Responsibilities: Provides Advanced admin support to the team Responsible for compliance with applicable Corporate and Divisional policies and procedures, including expense and travel policies. Interact with high-level executives and handle confidential or business-sensitive information. May include some project management as applicable Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations. Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel and Expense website Responsible for all administrative functions for IRA Strategy team, such as: Calendar management, proactively solving conflicts. Maintaining a team roster Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues. Scheduling travel and processing expense reports. Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments. Ordering office supplies. Processing invoices. Meeting/event planning and catering. Creating or modifying business documents. Preparing presentations from source materials. Preparing binders and other large copy requests. Requesting publications/articles. Onboarding various contracted vendors; and Operates with general instruction and some supervision. Safeguard's our organization's confidential information. Fully understands assigned tasks and any associated expectations. Asks for clarification, as needed. Understands deadlines and deliverables; communicates obstacles that prevent completion of deadlines; provides status updates prior to deadlines. Demonstrates strong problem-solving skills. Accountable and responsible for actions/mistakes. Anticipates situational needs and takes initiative Ability to execute with high attention to detail Prioritizes own work, balancing multiple requests for assistance. Establishes good working relationships with client areas. Builds rapport and trust with others; possesses good listening skills. Qualification & Experience: Some college preferred. Some leadership or supervisory experience desired. Experience working in pharmaceutical company or CRO strongly preferred. 2 + years of previous administrative experience supporting executives preferred. Must have intermediate-to-advanced knowledge of Microsoft Office Suite, Concur, SharePoint or Visio and understanding of business processes and requirements. "Make it happen" spirit and attitude as well as persistence. Learns fast, grasps the "essence," and can change course quickly, where needed.

Created: 2026-03-05