Executive Assistant

Aerogen; Chicago (IL); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

Development opportunities

Aerogen Connect

Charitable giving

Job summary

Aerogen, a Galway-based global medtech leader, seeks an Executive Assistant to support the VP, Americas and the NA Leadership Team. This fast-paced role requires exceptional organization, initiative and the ability to handle confidential information.

Responsibilities include calendar management, meeting coordination, travel arrangements, expense processing, board and leadership communications, and cross-functional project support.

Qualifications

• Five years of executive support experience.
• Experience managing project workstreams, timelines and tasks while balancing VP calendar.
• Experience in a global/international environment.

Responsibilities

• Manage calendars for the VP and senior leaders.
• Coordinate meetings and travel arrangements with high confidentiality.
• Prepare reports, correspondence and complex documents for internal/external use.
• Provide administrative support and liaison with cross-functional teams.

Skills

Organizational skills

Written communication

Verbal communication

MS Office

Proactive

Discretion

Problem-solving

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Headquartered in the vibrant city of Galway, Ireland, with offices around the world, Aerogen is proud to be the world leader in acute care aerosol drug delivery. Recognised through multiple MedTech awards, including being named Galway Chamber Company of the Year 2025, and twelve-time winner of the Zenith Award for Respiratory Care Excellence in North America, our employees make a difference to patients’ lives every day, having reached over 30 million patients in more than 80 countries.

Today, Aerogen is powered by a global team representing 54 nationalities, working together with a shared commitment to improving patient care. Our talented and skilled team collaborate to innovate, challenge and test not only in relation to our products but every facet of how we work.

We lead the way by finding innovative solutions to even the most complex problems, all in the name of delivering better patient outcomes.

Our business continues to grow rapidly across the globe and, as we grow, our core culture of "We Care" universally connects us. We believe that your ambition and integrity fuels ours, and we are committed to supporting our employees to reach their full potential through tangible investment in their careers.

What is the role?

The Executive Assistant is responsible for supporting the VP, Americas and North America Leadership Team. The role will suit an energetic, driven, highly organized individual who enjoys a challenge, and understands the needs and asks of a dynamic and growing Medtech company. This is a varied and diverse role which requires a high degree of proactivity, tenacity, flexibility, initiative, passion and confidentiality.

What are the key responsibilities?

• Work closely and effectively with the VP and Senior Leaders to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• This role requires frequent orchestration with senior colleagues and implies handling highly confidential and sensitive information.
• As an Executive Assistant you will offer proficient organizational and project management support to the Americas VP and NA Leadership Team to support with the fast paced, agile and world-class levels of operations we run.
• You will provide calendar management for the Americas VP, implement processes to optimize their time, act as a liaison for direct reports and key colleagues.
• Complete a broad variety of administrative tasks including managing an active calendar and assess priority of appointments along with preparation and set up for key meetings such as Board meeting/senior leadership team meetings/companywide calls.
• Process expenses, reimbursement claims, manage PO’s and travel itineraries, and agendas with the utmost discretion.
• The EA will ensure and help implement a smooth running of our business with ample opportunities to grow and improve the impact of the leaders and teams you support.
• Support the set-up of corporate wide events and communication in collaboration with other departments such as Marketing and People & Organizational Development.
• Act independently to determine most efficient methods and procedures on new assignments.
• Interact with employees, executive team, customers and all guests on the VP and leader's behalf.
• Compose, prepare, transcribe, and maintain correspondence, reports and other complex documents for internal and external use.
• Provide a wide variety of administrative support as designated.

What education and experience are required?

• A minimum of 5 years’ executive support experience.
• Experience preparing and managing project workstreams, timelines and tasks lists and holding people to account for, while balancing calendar management for the VP with internal and external partners.
• In depth, proven executive support experience ideally in a global/international environment.

What key skills will make you great at the role?

• Excellent organizational, written, and verbal communication skills and ability to interact with all levels of management and employees.
• Proficient in Microsoft Word, Excel, PowerPoint. Ability to prioritize/multi-task and work independently in a fast paced, high-growth environment.
• Have a proactive, can-do attitude, able to adapt and learn in a fast-growing business.
• Highly resourceful team-player with the ability to also be extremely effective independently.
• Confidentiality and discretion in handling sensitive records and information.
• Ability to identify and resolve problems in a timely manner.

What is it like to work at Aerogen?

Our purpose is to transform patients' lives and innovation is embedded in our culture. This also translates to how we look after our people. We want talented, passionate and engaged people to join Aerogen and build your career with us. We understand that your life evolves through different stages, and we are here to support our global team with a range of financial and non-financial rewards and benefits. There’s something for everyone! Here is an idea of what we offer:

• Opportunities for development and professional growth.
• "Aerogen Connect" - our employee-led program that helps our global teams unite and have fun.
• We donate 1% of profits and time to charities and organizations.

Aerogen is committed to promoting diversity, inclusion, and equality in the workplace. If you have difficulty using our application process, please contact us via email at [e-mail]. Please provide your name and preferred contact method.

Salary Range

• Salary Range for this position is estimated at $70,000-$80,000 and will depend on the candidate's skills, qualification and experience. The role is eligible for a performance-based incentive bonus and comprehensive benefit package including Medical, Dental, and Vision Coverage, 401k Retirement, Enhanced Global Life Insurance, Paid Time Off (15-20 days tenure related), Global EAP Program, Short-Term Disability and FMLA Benefits. The company reserves the right to adjust this pay range at any time.