Administrative Assistant

Spectraforce Technologies
United States, Massachusetts, Cambridge
May 30, 2025
Job Title: Admin Assistant Location: North Chicago, IL Duration: 1 Year Conversion to FTE: Possible, but not guaranteed Schedule: Onsite 5 days/week (preferred); potential for 1 day/week remote once acclimated Overview: While this is not a STAR program role, it will report directly to the VP of Legal Operations. The leader is seeking a dynamic and flexible administrative professional who is eager to learn and grow in a non-traditional admin environment. All candidates with a minimum of 3 years of admin experience are welcome to apply-regardless of overall experience level. Key Responsibilities: Provide day-to-day administrative support to the VP and Legal Operations team. Manage complex calendaring and meeting coordination (Teams, Zoom, TelePresence). Support planning and execution of training, conferences, and team events. Coordinate travel and process expense reports. Order and stock office supplies; support facilities-related needs (coffee, paper, notebooks, etc.). Edit PowerPoint presentations and prepare business documents, binders, and copy materials. Handle confidential correspondence and sensitive information with discretion. Interface with internal stakeholders and cross-functional teams. Process invoices, shipping requests, and courier scheduling. Support onboarding for contracted vendors and new employees. Maintain department files in accordance with company policies. Comply with all relevant corporate policies and procedures (e.g., privacy, branding, purchasing). Provide general administrative assistance as needed and occasional backup support to other executives. Preferred Skills & Competencies: Strong interpersonal and communication skills. Ability to prioritize and manage multiple tasks effectively. Quick to learn new technologies and business processes. High attention to detail and ability to work independently. Demonstrated initiative, problem-solving skills, and adaptability. Technically proficient with: Microsoft Office Suite (Intermediate to Advanced) SharePoint Concur Visio or OrgPlus Prior experience in a pharmaceutical or clinical research organization (CRO) environment strongly preferred. Some college education preferred.