Senior Administrative Assistant

Spectraforce Technologies
United States, Illinois, North Chicago
Sep 19, 2025
Position Title: Senior Administrative Assistant Work Location: North Chicago, IL (60064) Assignment Duration: 1 Year (If meets business needs, may extend further than 1 Year) Work Arrangement: Onsite with some occasional WFH but will be required to be in office for most of the week. Schedule can be determined and discussed with assignment manager. Position Summary: Role includes all administrative functions of the Corporate Communications (CC) department: managing calendars, scheduling travel, managing correspondence, scheduling couriers, process expense reports, planning meetings/events, creating or revising business documents, assist in preparing presentations from source materials, handling virtual/teleconference meetings (MS Teams) Background & Context: STAR Program Contractor Request Team: Corporate Communications (Corporate Affairs) Need: Admin IV Possible FTE: Contract Only. FT position TBD Type of Position: Admin Assistant IV Reporting: Vice President Corporate Communications Supporting: the VP and Corp Comms team Job Duties: traditional administrative support, including calendaring for VP and some calendaring for direct reports. Very frequent spiral book assembling. Occasional proof reading. See JD for more. Key Responsibilities: Provides advanced administrative support to VP level or equivalent. Light admin support for VP direct reports: scheduling larger meetings, planning food/sourcing location(s), pulling together materials for larger meetings Planning and logistics support for CC all-staff meetings Veeva Project Management -general project management across the Corporate Communications (CC) leadership team (LT), e.g., helping to track with deliverables, plans, decks, etc. Management of files on CC Teams channel -e.g., helping us archive and keep team-related items organized and up-to-date Uses intermediate to advanced software skills to perform assigned work. Uses and understands Microsoft Office Suite and other business-specific software, including Corporate Travel website (Domestic and International travel) and other programs Assist with entering and tracking media inquiries into department database Pull media articles, full text of stories, media monitoring reports, broadcast clips, etc. Proficient at proofreading Manage printing, binding and deliverables to C-Suite executives of CC materials Support for hard copy pre-reads and CEO briefings Consistently handles confidential or business-sensitive information Coordinates new employee office setups and onboarding Qualification & Experience: Minimum three (3) years of administrative assistant-related experience. High School diploma or equivalent Experience providing support to a VP level or equivalent Intermediate to advanced knowledge of Microsoft Office Suite, Outlook, Adobe Acrobat, understanding of business processes and requirements Self-starter able to function at a high-level with general instruction Builds strong relationships with peers and cross-functionally with partners outside of assigned group, as necessary, to enable effective and efficient Corporate Affairs operations Team-oriented, can-do attitude and desire to be productive contributor to overall organization Learns quickly and can change course quickly when needed Open to suggestions and innovation for improvement Professional demeanor and ability to maintain confidentiality.