To Discuss more about this job opportunity, please reach out to Anwesha Mohapatra (LinkedIn URL -Anwesha Mohapatra - Collabera | LinkedIn), email your updated resume at Email - [anwesha.mohapatra@collabera.com](mailto:anwesha.mohapatra@collabera.com). Thank you!

Pay Range: $25/hr to $30/hr
Job Title: Administrative Assistant IV
Location: North Chicago, IL 60064
Work Type: Hybrid
Contract Duration: 12 months, possible extension

Job Summary:

• Provide high level administrative support to a Vice President within a fast paced enterprise environment.
• Manage calendars, meetings, travel arrangements, correspondence, presentations, and confidential business information.
• Coordinate onboarding activities, office setup, departmental files, expense reporting, and operational administration.
• Partner effectively with executives, internal teams, and business stakeholders while maintaining professionalism and discretion.
• Apply sound judgment, strong organizational skills, and critical thinking to manage competing priorities and changing business needs.

Key Responsibilities:

• Provide comprehensive administrative support to the Vice President and associated team.
• Manage executive calendars, coordinate meetings, resolve scheduling conflicts, and maintain monthly business updates.
• Coordinate domestic and business travel, expense reports, correspondence, couriers, and meeting logistics.
• Prepare and modify business documents, presentations, agendas, meeting notes, and other administrative materials.
• Support virtual meetings and telepresence setups while coordinating resolution of remote access issues.
• Maintain departmental files and records in accordance with applicable corporate and government requirements.
• Coordinate new employee office setups and onboarding activities.
• Support budget tracking and monitor departmental expenditures as assigned.
• Order business cards, stationery, and other office materials as needed.
• Interact professionally with senior executives while safeguarding confidential and business sensitive information.
• Follow applicable corporate policies, purchasing procedures, security requirements, privacy standards, branding guidelines, and administrative procedures.
• Coordinate work and provide guidance to new administrative assistants when required.
• Provide timely status updates, communicate obstacles, and ensure assigned deliverables are completed within established deadlines.

Required Qualifications:

• Four or more years of administrative experience supporting executives.
• Intermediate to advanced knowledge of enterprise productivity tools and business software.
• Experience managing executive calendars, meetings, travel, correspondence, and confidential information.
• Strong organizational, communication, critical thinking, and problem solving skills.
• Ability to manage multiple competing priorities in a fast paced environment.
• Ability to adapt quickly to changing priorities and business requirements.
• Strong judgment, accountability, discretion, and professional interpersonal skills.

Preferred Qualifications:

• Some college education.
• Leadership or supervisory experience.
• Experience working within a pharmaceutical or regulated enterprise environment.
• Experience with collaboration platforms, document management systems, expense management systems, visual diagramming tools, and organizational chart applications.

Benefits: The Company offers the following benefits for this position, subject to applicable eligibility requirements: medical insurance, dental insurance, vision insurance, 401(k) retirement plan, life insurance, long-term disability insurance, short-term disability insurance, paid parking/public transportation, (paid time , paid sick and safe time , hours of paid vacation time, weeks of paid parental leave, paid holidays annually - AS Applicable)