Executive Admin & HR Operations Partner (Pharma)

Mindlance; North Chicago (IL); On-site; USD 65,000 - 95,000; Full time

Job summary

Mindlance is seeking an experienced administrative professional to support department leaders and senior executives in a pharmaceutical and life sciences environment. You will manage calendars, coordinate travel, handle confidential information, and support cross-functional teams.

This role emphasizes meticulous organization, proactive communication, and process improvement, with opportunities to work with senior leadership, contribute to budgeting and onboarding, and ensure compliant operations.

Qualifications

• 5+ years of administrative experience, preferably supporting senior executives or department leadership.
• Experience working within the pharmaceutical, biotechnology, medical device, or CRO industry is strongly preferred.
• Intermediate-to-advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Hands-on experience with Concur, SharePoint, and Visio or OrgPlus.
• Strong understanding of general business processes and administrative procedures.
• Excellent calendar management, travel coordination, meeting planning, and expense reporting skills.
• Some college education preferred.
• Previous leadership, supervisory, or administrative team coordination experience is desirable.
• Self-motivated, proactive, and able to work independently with general direction and limited supervision.

Responsibilities

• Provide advanced administrative support to department leaders and senior executives, including backup support to other team members as needed.
• Manage complex calendars, schedule meetings, proactively resolve scheduling conflicts, and coordinate appointments.
• Handle confidential and business-sensitive information with professionalism and discretion.
• Coordinate domestic and international travel arrangements and process expense reports using Concur.
• Manage Microsoft Teams, Zoom, and other virtual meeting setups, including troubleshooting remote access issues.
• Coordinate departmental meetings, events, catering, and other administrative activities.
• Prepare, edit, and format business documents, presentations, reports, and other materials.
• Manage departmental correspondence, courier arrangements, shipping requests, and FedEx shipments.
• Process invoices, purchase requests, and office supply orders in accordance with established procedures.
• Coordinate new employee onboarding, office setups, and administrative arrangements for incoming employees and contracted vendors.
• Maintain departmental records, files, and documentation in compliance with corporate policies and regulatory requirements.
• Assist with tracking departmental budgets and expenditures, as needed.
• Support document preparation, printing, binding, publication requests, and other administrative projects.
• Ensure compliance with corporate policies, security requirements, privacy guidelines, branding standards, and purchasing procedures.
• May provide guidance, training, and coordination support to new administrative staff.

Skills

Calendar management

Travel coordination

Executive support

Expense reporting

Communication

Multitasking

Education

Some college education

Tools

Concur

SharePoint

Visio

OrgPlus

Microsoft Office Suite

Job description

Mindlance is seeking an experienced administrative professional to support department leaders and senior executives in a pharmaceutical and life sciences environment. You will manage calendars, coordinate travel, handle confidential information, and support cross-functional teams.

This role emphasizes meticulous organization, proactive communication, and process improvement, with opportunities to work with senior leadership, contribute to budgeting and onboarding, and ensure compliant operations.