Job Description

Swoon is hiring for our Medical Devices Client in Deerfield, IL and this will be a hybrid role with 3x a week onsite.

This is a 5.5 month contract opportunity with potential to extend/convert with benefits - Health, Dental & Vision (50% of premium is covered for contractor).

Position Summary

We are seeking a highly organized and detail-oriented Senior Administrative Assistant to provide executive-level support to the VP of R&D and VP of Marketing while overseeing daily office operations and administrative functions for both teams. This role requires strong multitasking abilities, excellent communication skills, and the ability to manage complex schedules, projects, and priorities in a fast-paced environment.

Key Responsibilities

• Executive Support: Provide high-level administrative support to the VP of R&D and VP of Marketing, including calendar management, meeting coordination, travel arrangements, and handling sensitive correspondence.
• Office Management: Oversee day-to-day office operations to ensure smooth workflows, adherence to organizational policies, and a well-functioning office environment.
• Team Support: Supervise and guide administrative staff within Marketing and R&D teams, assisting with training, task prioritization, and performance evaluations.
• Meeting & Event Coordination: Organize internal and external meetings, events, and cross-functional activities in collaboration with HST Leadership administration.
• Budget & Expense Tracking: Assist with budgeting, prepare and manage expense reports, and ensure compliance with financial policies.
• Project Management: Track administrative projects, monitor progress, and provide timely updates to senior management.
• Resource & Compliance Management: Maintain office supplies and equipment while ensuring administrative practices comply with company policies and standards.
• Special Projects: Provide support for ad hoc initiatives and additional duties as assigned.

If interested in more details, please apply!

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