Administrative Assistant IV

Administrative Assistant IV Work Location: North Chicago, IL 60064 Assignment Duration: 3+ Months Work Arrangement: Hybrid Position Summary: STAR Floater role. Looking for experienced admins that won't require a lot of ramp up. Background & Context: The STAR Program Contractor Request Team needs an ADMIN IV to support long-term or short-term assignments throughout the organization. This role is an as-needed admin and must be comfortable with the possibility of not doing 40 hours per week. The STAR Admin may be filling in for other admins when on vacation, medical leave, sick time, or require additional admin support on their team to meet project deadlines. Must be comfortable adapting to different leadership styles. Key Responsibilities: Calendaring, travel & expense, occasionally sending out email on leader's behalf, supporting onsite visitors, managing blueprint and new hires, coordinate closely with other Worcester admins, provide back up support to other Worcester admins. Provide advanced administrative support to executives and backup support as needed. Manage and prioritize executive travel, calendar, email, and identify action items. Maintain complex calendars, coordinate meetings, and arrange domestic and international travel. Proactively resolve scheduling conflicts. Coordinate with other executive administration assistants on cross-functional priorities. Handle confidential and business-sensitive information. Coordinate departmental files in compliance with corporate and legal requirements. Use Microsoft Office Suite and business systems, including corporate travel and expense tools. Support onboarding and office setup for new employees. Assist with meeting planning, correspondence, supplies, shipments, invoices, and expense reports. Support video conference, Teams/Zoom, and remote meeting logistics. May assist with vendor onboarding and budget tracking. May train or coordinate work for new administrative assistants. Qualification & Experience: 5+ years previous admin experience supporting executives. Must have Intermediate to advance knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements. Experience working in pharmaceutical company or CRO strongly preferred. Some college preferred. "Make it happen" spirit & attitude as well as persistence. Learns fast, grasps the "essence" and can change courses quickly where needed. Available after core business hours in the event of travel emergencies. Strong organizational, communication, and problem-solving skills. Ability to manage multiple priorities and work independently with general direction. Demonstrated professionalism, discretion, and accountability. Strong attention to detail. Ability to build trusted relationships. Excellent judgment and follow-through. Collaborative mindset and willingness to support team success.