Job Description

A leading pharmaceutical company is seeking a warm, engaging, and energetic Office Assistant to support several key executives, including the Chief Marketing Officer. This is a dynamic, hands-on role perfect for someone who brings a positive attitude to work each day and genuinely enjoys helping others. The ideal candidate is not only proactive and highly organized but also approachable, personable, and eager to pitch in wherever needed. You'll be the go-to person for a variety of administrative needs, so a can-do spirit, strong interpersonal skills, and a natural ability to build rapport across all levels of the organization are essential. This is a fantastic opportunity for someone who thrives in a fast-paced, team-oriented environment and is looking to make a meaningful impact. This is a Temporary-to-Hire position with long-term potential. Apply now to join a vibrant, mission-driven team!

Responsibilities

• Answer incoming calls, route to appropriate staff members, and greet guests upon arrival.
• Accept packages, sort mail, and distribute to the appropriate person.
• Order food/beverages and office supplies. Lifting and organizing boxes with supplies.
• Responsible for stocking the kitchen daily and office supplies as needed.
• Order shipping supplies and assist with managing the FedEx account.
• Coordinate meetings and order catering when requested, and organize office celebrations.
• Day-to-day printer maintenance and conference room support.
• Provide back-up support for other administrative staff as needed.
• Set up and provide access cards to home office employees as well as gym memberships.
• Provide support for office events as needed.
• Complete facility requests for the office.
• Assist with New Employee Onboarding, greeting new hires, and ordering lunches.
• Coordinate with IT to ensure laptop equipment is prepared for new employees.
• Manage calendars for executives, along with supporting departments as needed.
• Coordinate travel arrangements and process expense reports.
• Support staff with the preparation of documents, presentations, and tracking invoices.
• Manage documents through DocuSign and catalog invoices through an expense tracker.
• Perform other projects as required to meet department and company objectives.

Ideal Experience

• BA/BS is preferred but not required.
• Minimum of 2 years of experience in an administrative support role.
• Experience working with outside vendors and service providers preferred.
• Experience with document management and training systems, compliance, regulatory, and quality systems is a plus.
• High level of flexibility and willingness to learn and take on new responsibilities.
• Ability to multitask and prioritize the activities of the department appropriately.
• Excellent organizational skills, strong oral and written communication skills, and will be able to work in a high-paced, timeline-driven corporate office setting.
• Knowledge of office dynamics and office operational functions.
• Outgoing, personable, approachable, and eager to learn.
• Experience with Concur, Teams, Outlook, SharePoint, Excel, PowerPoint

#117823

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 Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Manager, Receptionist, General Office, General Labor, Event Support, Project Management, and Customer Service.

Job Tags

Similar Jobs