Executive Administrative Assistant

$58,240 - $64,480/Yr

Orion System - North Chicago, IL

Full-time - Entry Level

North Chicago, IL

Professional, Scientific, and Technical Services

About the position

Orion Group is seeking an Executive Administrative Assistant for a 12-month initial contract in North Chicago, IL. This role is crucial in supporting the leaders of a pharmaceutical client, requiring an outgoing, multitasking, problem-solving individual who can handle various administrative tasks efficiently. The ideal candidate will have a stable work history with at least 7 years of experience in high-level administrative roles, particularly in the pharmaceutical industry or a Contract Research Organization (CRO). The Executive Administrative Assistant will be responsible for a range of duties including printing contracts, scheduling meetings with clients, managing travel expenses, and making travel arrangements for both international and domestic trips. The role also involves calendaring exclusively for the leader, utilizing Microsoft Teams, OneNote, Excel, PowerPoint, and other Microsoft products. Event planning and catering are also part of the responsibilities. In addition to general administrative support, the Executive Assistant will monitor manager and team calendars, proactively resolving conflicts. Compliance with corporate and divisional policies and procedures is essential, as is the ability to handle confidential or business-sensitive information. The role may also include tracking budget expenditures and maintaining departmental files in accordance with corporate and government regulations. The Executive Assistant will coordinate new employee office setups and onboarding, and may also train or coordinate work for new administrative assistants. This position operates with general instruction and some supervision, requiring the ability to establish good working relationships and build rapport with client areas.

Responsibilities

• Provides general administrative support to executives and teams.
• Monitors manager and team calendars, proactively solving scheduling conflicts.
• Schedules meetings with clients and manages travel arrangements for both international and domestic trips.
• Handles compliance with Corporate and Divisional Policies and procedures.
• Interacts with high-level executives and manages confidential information.
• Coordinates and maintains departmental files in compliance with regulations.
• Orders business cards and stationery as needed.
• Coordinates new employee office setups and onboarding processes.
• May provide backup support to higher-level management as needed.
• Trains or coordinates work for new administrative assistants.

Requirements

• Some college preferred.
• 7+ years of experience in executive administrative support roles.
• Experience working in a pharmaceutical company or CRO strongly preferred.
• Intermediate to advanced knowledge of Microsoft Office Suite, Concur, SharePoint, Visio, or OrgPlus.
• Strong understanding of business processes and requirements.
• Ability to learn quickly and adapt to changing circumstances.

Nice-to-haves

• Experience with event planning and catering.
• Familiarity with budget tracking and expenditures.

Benefits

• Dental insurance
• Vision insurance