Executive Administrative Assistant

Executive Administrative Assistant

12-month initial contract

Mettawa, IL

$30/HR

Orion Group is seeking an Executive Administrative Assistant for our global pharmaceutical client in North Chicago, IL

Responsibilities include all administrative functions of the department:

Managing calendars, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, planning meetings/events, creating or revising business documents, preparing presentations from source materials, handling teleconferences, managing billing, compiling meeting materials, and other similar matters.

Also assist in the coordination of activities as defined by the VP and Director.

Responsibilities

• Provides advanced administrative support to VP level and limited support to other department members.

• May provide backup support to other staff as needed.

• Monitors and prioritizes executives email, highlights actions and routinely authors responses.

• Maintains and manages calendars, including meeting and travel scheduling and domestic and international travel arrangements.

• Coordinate project activities as required by VP and Operations Director.

• Coordinates new employee office setups and onboarding.

• Professionally interacts with high level executives.

• Consistently handles confidential or business-sensitive information.

• Proactively identifies and resolves scheduling conflicts.

Qualifications

• Minimum 5 years of administrative assistant related experience. Associate degree or equivalent. Bachelor’s degree preferred.

• Experience providing support to a VP level or equivalent.

• Intermediate to advanced knowledge of Microsoft Office Suite (excel, powerpoint, word, etc), Outlook, Adobe Acrobat, Concur, and an understanding of business processes and requirements.

• Self-starter able to function at a high level with general instruction.

• Ability to prioritize a high volume of tasks with competing priorities.

• Builds strong relationships with peers and cross-functionally with partners outside of assigned group as necessary to enable effective and efficient team operations.

• Team-oriented, can-do attitude and desire to be productive contributor to overall organization.

• Excellent oral/written communication, attention to detail and organizational skills.

• Learns quickly and can change course quickly when needed.

• Open to suggestions and innovation for improvement.

• Professional demeanor and ability to maintain confidentiality.