Assistant, Executive Administrative

Sysmex America, Inc.; Lincolnshire (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

Sysmex America, Inc. is looking for an Executive Administrative Assistant in Lincolnshire, Illinois to support the VP of Marketing and VP of IT. The role involves managing communications, scheduling, and a variety of administrative tasks. The ideal candidate will possess strong interpersonal and communication skills, an associate degree or equivalent experience, and proficiency in Microsoft Office tools.

This position entails working with confidential information and requires a detail-oriented and professional approach, along with the ability to thrive in a team-oriented environment.

Qualifications

• Minimum five years supporting C-Level executive in corporate organization.
• Advanced knowledge of Microsoft Office including Outlook, Excel, PowerPoint.
• Outstanding interpersonal skills and excellent communication skills.

Responsibilities

• Manage communications and assist in developing and enforcing company policies.
• Complete monthly reconciliation of corporate credit card statements.
• Provide general support to visitors and other duties as assigned.

Skills

Outlook Management

PowerPoint

Excel

Outstanding interpersonal skills

Excellent communication skills

Flexibility

Detail-oriented

Education

Associate degree or five years experience

Bachelor’s degree preferred

Tools

Microsoft Office

company CRM

Job description

Overview

Find a Better Way… to use your skills and experience. To maximize your knowledge and use it for the greater good. To work with the best professionals using state‑of‑the‑art technology, and improve lives with your innovative ideas and ambitious dreams. Find a better way: the Sysmex Way.

• To use your skills and experience.
• To improve the lives of others.
• To build a promising future.

Headquartered in Kobe, Japan, Sysmex is located in Lincolnshire, Illinois. Renowned worldwide for the very finest in quality, innovative diagnostic equipment and information‑management systems, we apply science to enhance the quality of life on a global scale. Our agile, resourceful team is committed to realizing critical breakthroughs in laboratory diagnostics, information technology, workflow analysis and life sciences for the clinical laboratory.

Responsibilities

The Executive Administrative Assistant will support the VP of Marketing and the VP of Information Technology. Responsibilities include diverse responsibilities such as typical administrative tasks in the office, business and personal projects, phone calls/emails, scheduling, errands, meeting planning, presentation prep and transportation.

• A fast learner and self‑starter
• Handle confidential information with discretion
• Forward‑thinker and a problem solver
• Analytical, reliable and trustworthy
• Able to meet deadlines
• Detail‑oriented
• Flexible
• Able to take direction well
• A team player
• Personable and has a positive attitude
• Professional attitude and appearance

Essential Duties and Responsibilities

• Outlook Management, PowerPoint and Excel at advanced level
• Complete monthly reconciliation of corporate credit card statements to expenses.
• Manage communications, including but not limited to the following: mail, email, telephone, meetings, reports, newsletters, subscriptions, social media, copying, filing, faxing, routing, etc. for both business and personal matters, as well as reviewing, handling and following up as appropriate with instructions, questions, obtaining information and data, etc.
• Manage and assist with personal interactions with management and staff.
• Assist in developing, managing and enforcing company policies and procedures, including job descriptions, organization charts, reporting, record keeping, filing, etc.
• Manage and maintain business, legal and personal files, contacts and documents in hard copy and electronic filing systems, such as Microsoft Office, company CRM, Outlook public folders, etc.
• Handle personal duties and miscellaneous errands as required.
• Team / collaborate with other Executive Admins to provide support at major SAI events, such as conventions or national meetings, or to other executives during absences.
• Act as a team member to provide support to other executives on an as‑needed basis.
• Provide general support to visitors and other duties as assigned.

Travel

5%

Physical Risk

No unusual exposures to risk.

Physical Demands

No unusual physical effort, strain, or discomforts.

Qualifications

• Associate degree or five years required experience in administrative or office support, or the Armed Forces. Bachelor’s degree preferred.
• A minimum of five years supporting Vice President, C‑Level executive, Senior Partner, Managing Director, or General Manager in a corporate organization.
• IAAP CAP and OM certification a plus
• CMP certification a plus
• Emphasis on proper use of grammar in business correspondence. Must be able to articulate clearly in oral communication and use ‘borrowed authority’ effectively and persuasively.
• Advanced knowledge of Microsoft Office including Outlook, Excel, PowerPoint, etc.
• Outstanding interpersonal skills
• Excellent communication skills
• Strong proofreading skills
• Flexibility
• Dictation and/or transcription skills a plus

Sysmex is proud to be an EEO/Affirmative Action employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, age, sex, sexual orientation, gender identity or expression, color, religion, national origin, genetics, disability status, protected veteran status or any other characteristic protected by law. We maintain a drug‑free workplace and perform pre‑employment substance abuse testing.