Overview
Administrative Assistant Jobs in North Chicago, IL at Collabera
Title: Administrative Assistant
Company: Collabera
Location: North Chicago, IL
Job Summary:
We are seeking an experienced Senior Administrative Assistant to provide high-level administrative and operational support to executive leadership within a fast-paced corporate environment. This role requires exceptional organizational, communication, and project coordination skills while managing executive calendars, meetings, travel, onboarding activities, and business operations. The ideal candidate is highly detail-oriented, exercises sound judgment, and thrives in a dynamic, collaborative workplace.
Key Responsibilities:
• Provide comprehensive administrative support to executive leadership and multiple senior stakeholders.
• Manage complex calendars, coordinate meetings, and proactively resolve scheduling conflicts.
• Organize and coordinate large-scale meetings, leadership events, and offsite meetings.
• Prepare meeting agendas, capture meeting notes, and distribute follow-up action items.
• Coordinate domestic travel arrangements, including hotel reservations and travel logistics.
• Process expense reports and assist with budget tracking using expense management systems.
• Create, edit, and format presentations, reports, spreadsheets, and business documents using Microsoft Office applications.
• Support onboarding and offboarding activities for employees and contractors.
• Maintain departmental documentation, files, and records in accordance with company policies.
• Coordinate office setup activities and administrative logistics for new team members.
• Manage monthly business updates, executive communications, and recurring reporting activities.
• Handle confidential and business-sensitive information with professionalism and discretion.
• Ensure compliance with corporate policies, purchasing procedures, security requirements, and administrative processes.
• Build strong working relationships across cross-functional teams while supporting multiple priorities and deadlines.
Required Qualifications:
• High school diploma required; some college coursework preferred.
• Minimum of 7 years of executive administrative support experience.
• Experience supporting senior executives and multiple leadership team members.
• Advanced proficiency with Microsoft Office Suite, including Excel, PowerPoint, Outlook, and Teams.
• Experience using SharePoint, Concur, and business collaboration tools.
• Strong meeting coordination, calendar management, travel coordination, and expense reporting experience.
• Excellent written and verbal communication skills.
• Strong organizational, multitasking, and project coordination abilities.
• Ability to exercise sound judgment while handling confidential information.
• Demonstrated ability to prioritize multiple assignments and meet deadlines in a fast-paced environment.
Preferred Qualifications:
• Experience supporting leadership within the pharmaceutical, biotechnology, healthcare, or life sciences industry.
• Experience using Visio, OrgPlus, or similar organizational planning tools.
• Previous experience assisting with onboarding, training, or mentoring administrative staff.
• Familiarity with business operations, purchasing processes, and corporate compliance procedures.
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 off, paid sick and safe time, hours of paid vacation time, weeks of paid parental leave, and paid holidays annually – as applicable.
Pay Range: $25/hr to $30/hr
