• Job Description

  Req#: 25-60534
  STAR Program Contractor Request
  Team: Global Business Operations
  Need: ADMIN IV
  
  
  • Length of Contract: 1 year
  • Possible FTE: 1.0
  • Schedule Type: Is this WFH Model (3:2) or Onsite? Hybrid 3:2
  • Location: Lake County
  • Type of Position: Admin Assistant IV
  • Reporting: Karryn Lepley
  • Supporting: GBO LT (1 Sr Director, 7 Director II, 1 Director I), support level varies based on LT representative
  • Job Duties: Admin support for calendaring, meeting planning, T&E, POs, etc.
  
  • Interviewing Modality: Virtual
  
  • Behavior Preferences: Can do attitude, approachable, and prioritization/delivery focused
  
  Admin Level IV –
  *** 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.
  In addition to a beautiful environment and a positive corporate employee culture, contingent staff are embraced as an integral part of their staffing to meet business objectives.
  Here are just a few of the rewards you can look forward to enjoying once you have been offered and accepted a contingent position with ***:
  • Various technology and training are available for anyone looking to expand and improve their current skill levels.
  • Leadership support to drive your career into areas of interest to meet your passion and career goals.
  • Flexible schedules in many cases, dependent on the specific team with whom you work.
  • Collaborative team environment; creating a positive experience for those working at ***.
  • Inter-Campus shuttles to get you from building to building with on demand service that allows you to make the most of your workday.
  • Complimentary shuttle service from the Metro to the campus (depending on the region/campus).
  • Complimentary coffee service throughout their locations (depending on the region/campus).
  Responsible for all administrative functions (Global Business Operations): calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, handling Teams Meetings and Telepresence setups, and acting as a liaison for remote access issues.
  Key Responsibilities Include:
  • Provides general administrative support. May provide back-up support to higher-level management as needed.
  • Effectively monitors manager and team calendars, proactively solves conflicts.
  • Responsible for compliance with applicable Corporate and Divisional Policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
  • Interacts with high-level executives and manages confidential or business-sensitive information.
  • May include some support for tracking budget expenditures.
  • 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 Web site, and employee performance management systems (as applicable).
  • Coordinates new employee office set-ups and onboarding.
  • May train/coordinate work for new administrative assistants.
  • Operates with general instruction and some supervision.
  • Safeguard’s *** confidential information
  
  Leadership and Interpersonal Skills:
  • Fully understand assigned tasks and any associated expectations.
  • Ask for clarification as needed.
  • Understand the deadlines and deliverables.
  • Communicate any obstacles that prevent completion of any deadline.
  • Provide status updates prior to any deadline.
  • Be a good listener.
  • Demonstrate strong Critical Thinking Skills
  • Be Accountable and Responsible for actions/mistakes.
  • Challenges the team to always do better.
  • Prioritizes own work, balancing multiple requests for assistance.
  • Establishes good working relationships with client areas; builds rapport and trust with others.
  
  Requirements
  • Some college preferred.
  • Some leadership or supervisory experience desired.
  • Experience working in pharmaceutical company or CRO strongly preferred.
  • 7+ 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.
  • “Make it happen” spirit & attitude as well as persistence.
  • Adaptive learner that grasps information quickly and adapts to changes that may happen daily.
  
  EEO:
  
  “Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”

• About the company

  Mindlance is one of the largest diversity-owned staffing firms in the US . As a recruitment centric talent acquisition company, Mindlance provides Technology, Engineering, Digital / Creative / Marketing, Clinical Research, Scientific, Finance, Professional and Payroll Management staffing services to Global 1000 companies across the US, Canada and India.

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