Administrative Assistant

Planet Pharma; Deerfield (IL); On-site; USD 60,000 - 80,000; Full time

Job summary

Planet Pharma is seeking an Administrative Assistant to provide high-level support to three senior executives across their functions. You will manage complex calendars, coordinate meetings and travel, and facilitate cross-functional communications with discretion.

The role requires superb organizational skills, reliability under pressure, and the ability to prioritize competing demands across multiple teams.

Qualifications

• Minimum 3+ years of administrative experience supporting multiple senior leaders.
• Experience managing multiple executive calendars and prioritizing complex schedules.
• Proficiency with Microsoft Office Suite and ability to work with AI-enabled tools.
• Excellent written and verbal communication with high discretion and professionalism.
• Strong organization, prioritization, and time management across competing demands.

Responsibilities

• Provide professional administrative support to three senior executives and their teams.
• Manage and maintain complex calendars across time zones, prioritizing meetings.
• Coordinate meetings, travel, and agendas; prepare materials and logistics.
• Handle correspondence, reports, and presentations with confidentiality.
• Process expense reports, purchase orders, and other admin transactions.
• Support onboarding and interdepartmental coordination as needed.
• Serve as liaison with internal and external stakeholders and executives.

Skills

Administrative experience

Calendar management

Meeting coordination

Microsoft Office

Communication

Discretion

Independent work

Education

High School Diploma/GED

Bachelor’s degree (preferred)

Job description

Summary:

The Administrative Assistant provides high-level administrative and operational support to three senior executives and their respective functions. This role is responsible for managing complex calendars, coordinating meetings and travel, facilitating communication, supporting departmental operations, and ensuring efficient execution of day-to-day administrative activities. The position requires strong organizational and prioritization skills, attention to detail, professionalism, discretion in handling confidential information, and the ability to effectively manage competing priorities across multiple executives and functions.

Essential Functions:

• Provide professional administrative support to three senior executives and their respective teams and functions.
• Manage and maintain complex executive calendars, including scheduling and prioritizing meetings, coordinating across multiple stakeholders and time zones, and proactively resolving scheduling conflicts.
• Coordinate and execute meetings, conference calls, leadership meetings, department events, and other business activities, including preparation of agendas, meeting materials, and logistics.
• Coordinate activities and priorities across the executives supported to ensure timely follow-up, effective communication, and efficient use of executive time.
• Create, edit, format, and manage correspondence, reports, presentations, meeting materials, and other business documents using Microsoft Office, artificial intelligence (AI), and other approved business applications and technologies.
• Coordinate domestic and international travel arrangements, including transportation, accommodations, itineraries, and related logistics, in accordance with company travel policies and procedures.
• Prepare, submit, and track expense reports and reimbursement requests.
• Monitor and support executive communications as appropriate, including phone coverage, message management, correspondence, and email triage.
• Initiate and process purchase orders, vendor payments, contracting requests, and other administrative transactions, including obtaining required approvals and coordinating payment activities.
• Support onboarding and other employee-related administrative activities within assigned functions, including scheduling, coordination, and serving as a departmental point of contact.
• Serve as a professional liaison with internal and external stakeholders, senior leaders, visitors, and business partners.
• Maintain departmental and executive records, files, and documentation in accordance with company policies, records management requirements, and confidentiality standards.
• Provide administrative and operational support for departmental projects, leadership initiatives, and special projects as assigned.
• Anticipate administrative needs, identify potential scheduling or operational issues, and proactively coordinate solutions.
• Provide back-up administrative coverage and front desk/switchboard support as needed.
• Support assigned executives and department personnel with additional administrative tasks and project coordination as required.
• Perform other duties and special projects as assigned.

Required Education, Experience, and Skills:

• High School Diploma/GED.
• 3+ years of administrative experience in a corporate environment, including experience supporting multiple senior leaders or executives.
• Experience managing multiple executive calendars and coordinating competing priorities.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Strong organizational, planning, prioritization, and time management skills with the ability to manage multiple assignments and deadlines simultaneously.
• Excellent verbal and written communication skills.
• Demonstrated attention to detail, accuracy, and follow-through.
• Ability to handle confidential and sensitive information with a high degree of discretion and professionalism.
• Strong interpersonal skills and ability to interact effectively with employees at all organizational levels, including senior executives, as well as external stakeholders.
• Ability to work independently with minimal supervision, anticipate needs, and exercise sound judgment.
• Experience coordinating meetings, managing complex calendars, arranging domestic and/or international travel, and processing expense reports.
• Ability to coordinate priorities and respond effectively when supporting multiple leaders with competing business needs.Ability to adapt to changing priorities and manage competing demands in a fast-paced environment.

Preferred Education, Experience, and Skills:

• Accredited Bachelor’s degree.
• Proficiency with AI-enabled tools and other advanced business technologies.
• Experience supporting multiple functions or departments within a complex corporate environment.
• Familiarity with purchase order, invoice, contract administration, procurement, or related business processes.