Executive Assistant

Overview

Under the direction of senior leadership, the Executive Assistant provides comprehensive administrative and organizational support to leadership within Tech Ops. This role includes managing complex calendars, coordinating meetings and events, and handling domestic and international travel arrangements. The Executive Assistant ensures meeting readiness, manages individual expense reporting, and supports special projects as needed. The position requires interaction with a diverse group of internal stakeholders across all levels and locations, as well as external partners and visitors, while maintaining professionalism and confidentiality at all times.

Reporting Relationships:

This role reports to: SD+

Positions reporting into this role: N/A

This role is a hybrid role; 3 days a week at the office in Kankakee, IL and 2 days working remotely.

Responsibilities:

1. Administrative Support
   • Provide diversified administrative support to senior leaders and their teams, including word processing, phone coverage, filing, mailings, and document management.
   • Organize and maintain confidential and time-sensitive materials and files.
2. Calendar & Meeting Management
   • Manage calendars and schedule appointments for executives and leadership team members.
   • Ensure meeting materials are prepared and assist in tracking priorities and deliverables.
3. Event & Project Coordination
   • Plan and manage special projects and events, including global meetings and project-related sessions.
   • Arrange facilities, catering, invitations, and travel for internal and external participants.
   • Monitor and control event budgets.
   • Prepare visual presentations and meeting materials as needed.
4. Travel & Expense Coordination
   • Coordinate domestic and international travel arrangements and compile itineraries.
   • Prepare documents for travel-related meetings and process expense reports accurately and promptly.
   • Reconcile corporate credit card accounts for assigned leaders.
5. Budget & Compliance
   • Monitor standard expenditures to ensure activities remain within established budgets.
   • Manage implementation of legal contracts and agreements, ensuring proper signatures and maintaining organized files.
6. Onboarding & Collaboration
   • Support onboarding new hires and collaborate with other administrative professionals to ensure consistent experience.
   • Serve as a liaison with internal and external stakeholders globally, representing the department professionally and maintaining confidentiality.
7. Other Duties
   • Perform other related duties as assigned.

Qualifications:

Education

• High School Diploma or equivalent vocational or technical training.
• Bachelor’s degree or Technical College degree a plus.

Experience

• 3-5+ years' administrative support experience preferably in within pharmaceutical industry

Competencies

• Technical Proficiency: Advanced skills in Microsoft Office Suite, Adobe Acrobat, and enterprise systems such as Ariba, SAP, and Concur; ability to quickly learn and adapt to new technologies.
• Trusted Partner: Demonstrated ability to maintain confidentiality and exercise discretion in all aspects of work.
• Flexibility: Willingness to adjust working hours to accommodate multiple time zones when necessary.
• Learning Agility: Proven ability to learn quickly and adapt to changing priorities and processes.
• Emotional Intelligence: Strong interpersonal skills with the ability to navigate complex relationships and maintain professionalism.
• Executive Support Expertise: Skilled in providing efficient, high-quality assistance to senior leaders.
• Professionalism & Urgency: Maintains a polished demeanor and responds promptly to time-sensitive requests; demonstrates strong ethical standards.
• Self-Directed & Accountable: Proactive, dependable, and responsible for delivering results independently.
• Communication Excellence: Exceptional verbal and written communication skills with the ability to convey information clearly and succinctly.
• Deadline-Driven: Strong ability to anticipate challenges and proactively manage priorities for senior executives.
• Problem-Solving & Organization: Demonstrated strength in critical thinking, time management, and organizational skills.
• Multitasking Ability: Skilled at balancing and prioritizing multiple high-impact tasks simultaneously.
• Tact & Diplomacy: Exercises sound judgment and professionalism when interacting with all levels of management and external stakeholders.