Executive Administrative Assistant

Posted 20 March 2024
Salary Up to US$31 per hour + Health Benefits, dental, vision, 401k match
LocationNorth Chicago
Job type Temporary
DisciplineLife Science Recruitment
Contact NameDanielle StGeorge

Job description

Executive Administrative Assistant

12-month initial contract

M-F 8am start


Onsite with possible WFH days on M&F based on workloads


Orion Group is currently looking for an outgoing, multitasking, problem solving, and responsible Executive Administrative Assistant to support the leaders of our pharmaceutical client in LAKE COUNTY.

To be considered as a candidate for the Executive Administrative Assistant position you must have a stable, and consistent work history with 7yrs of experience working in high level administrative roles supporting executive level leaders.

You must also have an understanding of the importance of meeting deadlines and prioritizing workload, since you will be in charge of ALL administrative functions of the department from:

Answering phones, Microsoft Outlook calendar management, scheduling travel, managing correspondence, scheduling couriers, processing expense reports in Concur, meeting/event planning, creating or modifying business documents, preparing presentations from sourced materials, handling WebEx, Teams Meetings, and Telepresence setups, and acting as a liaison for remote access issues.

To be successful in this position you must have knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus, and an understanding of business processes and requirements work!

Some other Key Responsibilities of the Executive Administrative Assistant 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.
  • May train/coordinate work for new administrative assistants.
  • Operates with general instruction and some supervision
  • Safeguard's company's confidential information
  • Fully understand assigned tasks and any associated expectations.
  • Establishes good working relationships with client areas; builds rapport and trust with others

Executive Administrative Assistant Requirements:

  • Some college preferred.
  • 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.
  • Learns fast, grasps the "essence" and can change course quickly where needed

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.