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Job Description
Executive Assistant (Hybrid) Apply Now Applied To save a job sign in or get started
Job ID:
10239056 Posted today Back Northbrook, IL, US Office High School or equivalent Full Time, Direct Hire 28 Experienced (Non-Manager) On-site Biotechnology/Pharmaceuticals First Shift (Day) Northbrook, IL, US 28 Experienced (Non-Manager) Full Time, Direct Hire Biotechnology/Pharmaceuticals On-site Office High School or equivalent First Shift (Day) Apply Now Applied Job details
Executive Assistant Pay:
$28/hour
Shift:
Monday-Friday, 8:30am-5pm
Location:
Northbrook, IL, Hybrid, 3 days onsite, 2 days work from home
Benefits:
Med/Den/Vis, 401(K), PTO and Paid Holidays This role provides comprehensive administrative support to a senior executive or department, ensuring the efficient and effective operation of their work. The Executive Assistant acts as a key communication interface between teams, departments, and external contacts, managing a high volume of sensitive information with discretion and professionalism.
Responsibilities:
Calendar Management:
Manage complex calendars for multiple individuals, including global time zone coordination. Schedule meetings, appointments, and events with a high degree of accuracy and attention to detail. Manage conflicts and anticipate needs to prevent overbooking and ensure time is utilized wisely.
Travel Coordination:
Arrange domestic and international travel, including booking flights, hotels, and transportation. Process expense reports and reconcile travel invoices.
Communication and Information Management:
Prepare, edit, and distribute presentations, reports, correspondence, and other materials. Manage internal and external communications, including newsletters, announcements, and project updates. Maintain accurate records and files, ensuring confidentiality and compliance with retention policies.
Resource Management:
Manage onboarding and offboarding processes for new employees and contractors. Maintain accurate rosters, distribution lists, and vendor contact information.
Financial Administration:
Assist with budget management, tracking expenses, and generating financial reports. Process purchase orders and manage vendor contracts.
Virtual Meeting Support:
Manage virtual meetings using platforms such as Microsoft Teams and Zoom, including scheduling, technical support, and record keeping.
Project Support:
Provide administrative support for projects, including meeting coordination, task management, and documentation.
Qualifications:
Education:
Associate degree or bachelor's degree preferred.
Experience:
3-7 years of proven experience in senior-level administrative support.
Technical Skills:
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Visio, SharePoint). Experience with virtual meeting platforms (Microsoft Teams, Zoom). Familiarity with financial systems (Ariba, Concur, Sharepoint) preferred.
Soft Skills:
Exceptional organizational and time management skills. Excellent communication skills, both written and verbal. Strong attention to detail and accuracy. Ability to prioritize tasks and manage multiple projects simultaneously. Discretion and confidentiality in handling sensitive information. Proactive and self-motivated with the ability to work independently and as part of a team. This job description is not intended to be all-inclusive. Employees may be required to perform other duties as assigned. 10239056 Share this job Copied url To save a job sign in or get started To apply for this job email your details to I want more jobs like this in my inbox.
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