Executive Administrative Assistant

Executive Administrative Assistant
10-month initial contract with extensions up to 2 years
Possible conversion based on performance and budget
$27-$30/HR based on health benefits
North Chicago, IL



Orion Group is seeking an Executive Administrative Assistant with up to 7 years of experience to support our global pharmaceutical client's Clinical Development Solutions team in Lake County.  
 
The Executive Admin will provide administrative support to two VP director-level management and their organizations.
 
We are looking for someone with previous on-the-job experience at advanced levels, who requires minimal supervision, and has the knowledge and expertise to handle the following responsibilities:
 
Expense reporting, maintaining calendar activities, coordinating meeting schedules and trip itineraries, maintaining administrative records, files, log systems, office areas, equipment, and supplies, greeting and directing visitors, and helping to coordinate departmental events.
 
The employee must conduct their work activities in compliance with all pharmaceutical internal requirements and applicable regulatory requirements, including compliance with ethics, environmental health and safety, financial, human resources, and general business policies, requirements, and objectives.


Executive Administrative Assistant Responsibilities:

• 
  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 manages 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.
  • May train/coordinate work for new administrative assistants.
  • Operates with general instruction and some supervision.
  • Safeguards’s confidential information
  
  Leadership and Interpersonal Skills:
• 
  Fully understand assigned tasks and any associated expectations.
  • Ask for clarification as needed.
  • Understand the deadlines and deliverables.
  • Communicate any obstacles that prevent completion of any deadline.
  • Provide status updates prior to any deadline.
  • Be a good listener.
  • Demonstrate strong Critical Thinking Skills
  • Be Accountable and Responsible for actions/mistakes.
  • Challenges the team to always do better.
  • Prioritizes own work, balancing multiple requests for assistance.
  • Establishes good working relationships with client areas; builds rapport and trust with others.
  
  Requirements
• 
  Some college preferred.
  • Some leadership or supervisory experience desired.
  • Experience working in pharmaceutical company or CRO strongly preferred.
  • 7+ years previous admin experience supporting executives.
  • Must have Intermediate to advance knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements.
  • “Make it happen” spirit & attitude as well as persistence.
  • Adaptive learner that grasps information quickly and adapts to changes that may happen daily.

Our role in supporting diversity and inclusion
As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment.