Executive Administrative Assistant

$64,480 - $64,480/Yr

Orion System - North Chicago, IL

Full-time - Mid Level

North Chicago, IL

Professional, Scientific, and Technical Services

About the position

The Executive Administrative Assistant will provide comprehensive administrative support to the marketing team of a pharmaceutical client in Mettawa, IL. This role requires a proactive and organized individual with a strong background in high-level administrative functions, including calendar management, travel coordination, and document preparation. The position is crucial for ensuring smooth operations within the department and requires interaction with high-level executives while handling sensitive information.

Responsibilities

• Provide general administrative support to the marketing team.
• Manage and monitor manager and team calendars, proactively resolving conflicts.
• Coordinate travel arrangements and manage expense reports.
• Plan and organize meetings and events, including WebEx and Teams setups.
• Create and modify business documents and prepare presentations from source materials.
• Act as a liaison for remote access issues and ensure compliance with corporate policies.
• Maintain departmental files in compliance with corporate and government regulations.
• Order business cards and stationery as needed.
• Coordinate new employee office setups and onboarding processes.
• Train and coordinate work for new administrative assistants.

Requirements

• 7+ years of experience in high-level administrative roles supporting executives, preferably in a pharmaceutical company or CRO.
• Intermediate to advanced knowledge of Microsoft Office Suite, Concur, SharePoint, and Visio or OrgPlus.
• Some college education preferred.
• Strong problem-solving skills and ability to prioritize workload effectively.
• Excellent communication skills and ability to handle confidential information.

Nice-to-haves

• Experience with OrgPlus software.
• Familiarity with corporate travel websites and employee performance management systems.

Benefits

• Dental insurance
• Vision insurance