Job description

Executive Administrative Assistant to CEO

12-month initial contract with potential to convert to FTE (based on performance)

Hybrid position- 3days onsite and 2days remote, but might be required to be onsite daily

$27-$30/HR based on health benefits

Abbott Park-Lake County, IL

Orion Group is hiring an Executive Administrative Assistant to CEO to work for our multinational pharmaceutical manufacturing client in Lake County, IL.

Executive Administrative Assistant to CEO Primary Function:

Responsible for all administrative functions for Vice President in Asset Strategy Leadership Team: Including but not limited to; answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating, or modifying business documents, preparing presentations from source materials, telepresence, and virtual meeting setups, troubleshooting remote access issues, onboarding and offboarding of employees.

Executive Administrative Assistant to CEO Key Responsibilities Include:

• Provides general administrative support.
• May provide back up support to higher-level management as needed.
• Effectively monitors manager and team calendars, proactively solves conflicts
• Responsible for compliance with applicable Corporate and Divisional Policies and procedures.
• Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
• Interacts with high-level executives and handles confidential or business-sensitive information.
• May include some support for tracking budget expenditures.
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
• Orders business cards and stationery.
• Uses and understands Microsoft Office Suite, and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable).
• Coordinates new employee office set-ups and onboarding
• Operates with general instruction and some supervision
• Safeguard’s Companies confidential information

Executive Administrative Assistant to CEO Qualifications:

• Fully understands assigned tasks and any associated expectations.
• Asks for clarification as needed
• Understand the deadlines and deliverables
• Communicates any obstacles that prevent completion of any deadline
• Provides status updates prior to any deadline
• Is a good listener
• Demonstrates strong and creative problem-solving skills
• Is Accountable and Responsible for actions/mistakes
• Challenges the team to always do better
• Prioritizes work, balancing multiple requests for assistance.
• Establishes good working relationships with client areas; builds rapport and trust with others.
• Some college preferred.
• Some leadership or supervisory experience desired
• Experience working in pharmaceutical company or CRO strongly preferred.
• 5+ years previous admin experience supporting executives
• Must have Intermediate to advance knowledge of Microsoft Office Suite,
• Expense reporting software, SharePoint, and understanding of business processes and requirements

Job Type: Contract

Pay: $27.00 - $30.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• North Chicago, IL: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Do you have an understanding of business processes and requirements?

Education:

• Associate (Preferred)

Experience:

• Microsoft Office Suite: 1 year (Preferred)
• Leadership: 1 year (Preferred)
• Pharmaceutical Company: 1 year (Preferred)
• Supporting Executives: 1 year (Preferred)
• ERP systems: 1 year (Preferred)
• SharePoint: 1 year (Preferred)
• Ordering supplies: 1 year (Preferred)
• Scheduling Meetings: 1 year (Preferred)
• Scheduling Trips: 1 year (Preferred)
• New employee onboarding: 1 year (Preferred)
• Time management: 1 year (Preferred)

Work Location: One location

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