ADMINISTRATIVE ASSISTANT IV
: Job Details :

Max Bill Rate: *** Second role opened for STAR Admins today. Please review this second position with all interviewing next week for them to be aware of the second role. Rhonda will be discussing this second role in the interviews as well: Length of Contract: Can we start with 1 year Possible FTE: There are always admin openings but at this time I don t have FTE headcount Schedule Type: Is this WFH Model (3:2) or Onsite? Onsite in Chicago at ABV1 Tues - Thurs Location: ABV1 Type of Position: Admin Assistant IV Reporting to: Jo Fernstrom Supporting: IMB & EPK Marketing Teams Job Duties: Calendaring, expense and travel, team meeting support, in-office support Interviewing Team (First & Last Names): Jo Fernstrom, Kimi Camozzi, Jason Rupnick, Patty Tan Interviewing Modality: Panel Teams Location of Leader(s): ABV1 Key Responsibilities include, but are not limited to, the following: Provides general administrative support. May provide back-up support to higher-level management, as needed. 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 handles 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 Client Office Suite and other business-specific software, including the Corporate Travel and Expense website and employee performance management systems (as applicable). Coordinates new employee office set-ups and onboarding. May train/coordinate work for new administrative assistants. Responsible for all administrative functions for (fill in team name here), such as: o Answering phones; o Calendar management, proactively solving conflicts; o Handling Teams/Zoom and general TelePresence setups and acting as liaison for remote access issues; o Scheduling travel and processing expense reports; o Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments; o Ordering office supplies; o Processing invoices; o Meeting/event planning and catering; o Creating or modifying business documents; o Preparing presentations from source materials; o Preparing binders and other large copy requests; o Requesting publications/articles; o Onboarding various contracted vendors; and Operates with general instruction and some supervision. Safeguard s *** confidential information. Leadership and Interpersonal Skills: Fully understands assigned tasks and any associated expectations. Asks for clarification, as needed. Understands deadlines and deliverables; communicates obstacles that prevent completion of deadlines; provides status updates prior to deadlines. Demonstrates strong problem-solving skills. 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; possesses good listening skills.