New

Administrative Assistant

Spectraforce Technologies
United States, Illinois, North Chicago
Jun 16, 2025
Job Title: Administrative Assistant Location: North Chicago, IL, 60064 Duration: 1 Year (Possible extension) Schedule: 100% Onsite (Preferred); Potential for 1-day WFH after acclimation Position Overview: The Admin Assistant II will provide essential administrative support to the VP of Legal Operations and the broader Legal Operations team. This is a dynamic role suited for a candidate who is proactive, curious, tech-savvy, and eager to grow. The ideal candidate is a fast learner, thrives in a collaborative environment, and is flexible in taking on various administrative and operational tasks. Key Responsibilities: Administrative Support Provide daily administrative support to the VP and Legal Operations team. Manage calendars, coordinate meetings, proactively resolve scheduling conflicts. Answer phones and manage business-sensitive communications. Schedule travel, prepare expense reports, and manage shipment logistics (couriers, FedEx, etc.). Create, edit, and format business documents and PowerPoint presentations. Prepare meeting materials, including binders, printouts, and handouts. Support meeting/event planning including catering and room setup. Office Operations & Logistics Manage office supplies: ordering, stocking, and inventory. Support onboarding of new employees and contracted vendors. Coordinate office setups and maintain departmental filing systems. Process invoices and adhere to purchasing and requisition procedures. Technology & Systems Proficient in Microsoft Office Suite (Excel, PowerPoint, Outlook, Word). Use of business-specific platforms: Concur (expenses), SharePoint, Visio, OrgPlus. Setup and troubleshoot Teams, Zoom, and TelePresence meetings. Preferred Qualifications: Minimum of 3 years administrative experience, ideally supporting executives. Experience in pharmaceutical or contract research organization (CRO) environment preferred. Some college education preferred. Strong working knowledge of Microsoft Office tools and related systems. Ability to quickly learn and adapt to new technologies and procedures. Behavioral & Soft Skills: Strong attention to detail and time management. Demonstrates initiative, accountability, and problem-solving. Communicates clearly and professionally; comfortable with confidential information. Eager to learn, open to feedback, and adaptable to changing priorities. Builds rapport effectively and collaborates well with cross-functional teams. Work Environment & Culture: Fast-paced, highly collaborative legal operations setting. Emphasis on professional development with available training resources. Campus perks include on-demand shuttle service, complimentary coffee stations, and more.