Administration Assistant

Job Description Job Description 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 Company Description • Come get Swoon'd!! \t• Swoon handles the staffing need of over 80 Fortune 500 clients. \t• We have won Best and Brightest Companies to Work for in the Nation Award 7 years in a row. \t• Swoon was also awarded the Inc. 5000 Fastest Growing Private Companies in the US from 2016 – 2020. Company Description • Come get Swoon'd!!\r\n\t• Swoon handles the staffing need of over 80 Fortune 500 clients.\r\n\t• We have won Best and Brightest Companies to Work for in the Nation Award 7 years in a row.\r\n\t• Swoon was also awarded the Inc. 5000 Fastest Growing Private Companies in the US from 2016 – 2020.