Administration Assistant

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

At Swoon, we believe the future is built by great teams working on the technologies that keep the world running. That’s why we focus on more than just filling roles. We help companies build the right teams at the right time – teams that move big ideas forward.

Across the US and Canada, leading organizations trust us to leverage our expertise to help them build, secure, and scale the technologies that are shaping tomorrow. The result isn’t just successful hires. It’s a hiring journey that’s as rewarding as the outcome: teams that thrive, cultures that grow stronger, and results that exceed expectations.

Because at the end of the day, we exist to help companies and people achieve their boldest ambitions.