Administrative Associate
The Administrative Associate plays a pivotal role in ensuring the smooth operation of the Chicago office for this growth-oriented pharmaceutical company. This dynamic position goes beyond traditional reception duties, encompassing the coordination of office systems, management of conference rooms, and upkeep of office facilities. The role requires a proactive approach to support company operations, taking ownership of various administrative tasks and ad-hoc projects that keep the office running efficiently. As the first point of contact for visitors and staff, you are a key contributor to fostering a welcoming and productive environment.
This is a Temporary-to-Hire opportunity!
Responsibilities
- In the office daily to answer telephones, greet and welcome guests.
- Manage all incoming and outgoing mail.
- Assists with the shipping needs of all departments and manages the FedEx account along with the mailroom.
- Manage conference rooms and meetings, including scheduling, catering, and logistics.
- Work with hotel and other outside properties to facilitate meetings (meeting space, food, and beverage).
- Coordinates service requests with the executive team as needed.
- Create, edit, and proofread company documents in Microsoft Word, PowerPoint, and/or Excel as requested.
- Assist with the onboarding of new hires including first-day logistics such as seat assignments and conducting the office tour.
- Schedule on-site and virtual interviews for various departments and manage Xeris' recruiting inbox.
- Coordinate on-site interviews and ensure all candidates have a positive experience.
- Assist HR with employee engagement initiatives such as birthday/anniversary events and employee gifts.
- Work closely with Facilities Coordinator regarding inventory, ordering, stocking, and other duties related to maintaining a professional work environment.
- Perform all other admin duties and ad hoc projects as required.
Ideal Experience
- Bachelor's degree or equivalent experience.
- 1-3 years of experience in a professional setting.
- Maintain a high level of confidentiality.
- Manage multiple and sometimes conflicting priorities in a fast-paced and demanding environment.
- Proven record of excellent internal and external customer service.
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The Larko Group is a premier Staffing & Recruiting firm based in Chicago, with a nationwide reach, for Direct Hire, Temporary-to-Hire, and Temporary/Project jobs. We specialize in Executive Assistant, Administrative Assistant, Personal Assistant, Chief of Staff, Office Manager, Receptionist, General Office, General Labor (warehouse), Event Support, Project Management, and Customer Service.