Administration Assistant at Swoon Staffing (A fortune 500 client of ours)

Administrative Assistant
Location: Hybrid – Round Lake & Deerfield, IL
Pay: $18/hour
Start Date: Targeting November, before Thanksgiving

Overview:
We’re supporting a global healthcare and life sciences organization in hiring an Administrative Assistant to provide high-level support to an IT Director and leadership team. This role will cover for an Executive Assistant on maternity leave and requires someone highly organized, proactive, and comfortable working in a dynamic, fast-paced environment.

Responsibilities:
• Provide executive-level administrative support to the IT Director and senior leadership
• Manage complex and frequently changing calendars, meetings, and scheduling logistics
• Coordinate domestic and international travel arrangements using Concur, including visa documentation when necessary
• Prepare and process expense reports accurately and promptly
• Plan and coordinate department events and large-scale town halls, ensuring catering, seating, and visual setup are organized and executed flawlessly
• Assist in building meeting agendas, preparing materials, and guiding teams through follow-ups
• Support ad hoc projects such as ordering awards, team supplies, and onboarding materials for new hires
• Serve as a key liaison across departments, communicating via Teams, email, text, and phone
• Collaborate closely with cross-functional partners to ensure smooth day-to-day operations
• Maintain flexibility for occasional after-hours support due to global time zones

Work Environment:
• Hybrid schedule – Split between Round Lake, IL and Deerfield, IL
• Schedule flexibility depending on weekly business needs
• Highly collaborative and inclusive environment

Qualifications:
• Minimum 1 year of experience supporting executives or senior-level management
• Advanced proficiency in Microsoft Office Suite and Concur
• Strong organizational and prioritization skills
• Excellent written and verbal communication abilities
• Professional, adaptable, and patient when working across diverse cultures and time zones
• Self-motivated with a strong sense of initiative and attention to detail