STAR Admin Level IV

Job title: STAR Admin Assistant IV Job duration: 8+ months Job location: Mettawa, IL (Hybrid)Standard Job Duties: Scheduling meetings / coordinating calendars, booking travel, expense reporting, meeting planning, and catering Key Responsibilities include, but are not limited to, the following: • 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 Client Office Suite and other business-specific software, including the Corporate Travel and Expense website • Responsible for all administrative functions, such as: o Calendar management, proactively solving conflicts. o Maintaining a team roster o Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues. o Scheduling travel and processing expense reports. o Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments. o Ordering office supplies. o Processing invoices. o Meeting/event planning and catering. o Creating or modifying business documents. o Preparing presentations from source materials. o Preparing binders and other large copy requests. o Requesting publications/articles. o Onboarding various contracted vendors; and operates with general instruction and some supervision. o Safeguard'sconfidential information. Leadership and Interpersonal Skills: • 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. Requirements: • 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 Client 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: 2026-03-10