What are the responsibilities and job description for the Admin Assistant IV, US Patient Services Team position at US Tech Solutions?
Location : Mettawa, IL - Hybrid schedule, 3 days in office with flexibility
Before applying for this role, please read the following information about this opportunity found below.
Contract Length : 1 year
Job Overview :
We are seeking a highly organized and detail-oriented Admin Assistant IV to provide comprehensive administrative support for the Head of Marketing and their direct reports within the US Patient Services team. The role requires proficiency in managing calendars, coordinating meetings, travel arrangements, and expense reports, as well as supporting large-scale events and maintaining efficient office operations.
Key Responsibilities :
Calendaring and Schedule Management : Proactively manage and resolve scheduling conflicts for the Head of Marketing and direct reports, ensuring efficient calendar organization.
Expense Reporting : Prepare and process expense reports, particularly for offsite meetings and business travel.
Team Meetings & Project Management : Organize and maintain agendas for team meetings, manage follow-ups, and coordinate logistics for team collaboration.
Travel Coordination : Coordinate travel arrangements (including booking hotels and flights) for team members, with less than 15% travel requirement.
Event and Meeting Planning : Organize and support large-scale meetings and events, handling logistics, catering, and materials preparation.
Onboarding & Offboarding : Coordinate onboarding and offboarding processes for team members and contractors.
Microsoft Tools : Utilize Microsoft Office Suite (Excel, PowerPoint, etc.) to prepare presentations, documents, and other business communications.
General Administrative Support : Handle phone calls, correspondence, couriers, and other administrative tasks to ensure the smooth operation of the team.
Behavioural Preferences :
Strong attention to detail with the ability to operate in fast-paced environments.
Independent judgment in calendaring and meeting planning.
Excellent written and verbal communication skills.
Collaborative and professional in addressing challenges and managing projects.
Strong problem-solving abilities and abilities to meet deadlines.
Agility and ability to quickly adjust to changing priorities and tasks.
Leadership and Interpersonal Skills :
Ability to prioritize multiple tasks and handle competing requests.
Develop strong working relationships with team members and stakeholders.
Proactively seek clarification and provide status updates to ensure tasks are completed on time.
Demonstrate accountability and responsibility for actions.
Challenge the team to improve continuously and stay engaged in driving improvements.
Qualifications :
Education : Some college preferred; bachelor’s degree or equivalent experience is a plus.
Experience : Minimum of 7 years of administrative experience supporting senior executives or teams, ideally in a pharmaceutical or CRO environment.
Skills :
Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook, etc.)
Familiarity with expense management tools (e.g., Concur) and SharePoint.
Experience managing calendars, meetings, and travel for executives.
Strong organizational skills with the ability to multitask and prioritize effectively.
Experience in event coordination and office management.
Understanding of corporate policies and confidentiality in handling sensitive information.
Behavioural Attributes :
Self-starter with a “Make it happen” attitude.
Ability to adapt quickly to changing tasks and priorities.
Strong attention to detail and accuracy.
Ability to communicate effectively both in writing and verbally.
About US Tech Solutions :
US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit www.ustechsolutions.com.
US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
Recruiter Details : Name : Shivani
Email : shivani.trika@ustechsolutionsinc.com
Internal Id : 25-31224
