Executive Assistant

Fresenius Kabi USA; Lake Zurich (IL); Hybrid; USD 97,424,000 - 111,751,000; Full time

Job summary

Fresenius Kabi USA is seeking an Executive Assistant to provide high-level support to the SVP Commercial Sales & Marketing, IV Therapy & Nutrition. You will coordinate complex calendars, travel, and communications while serving as a trusted partner across the organization.

The role requires strong business acumen, discretion, independent judgment, and the ability to anticipate needs in a fast-paced, matrixed environment. Hybrid onsite in Lake Zurich, IL three days a week.

Qualifications

• High school diploma or equivalent required; Associate or Bachelor degree preferred.
• Minimum of 5 years of progressively responsible executive administrative or related experience.
• Experience supporting senior executives in a complex corporate environment preferred.
• Experience supporting Sales/Commercial/Marketing leadership preferred.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Provide comprehensive executive support to the SVP Commercial Sales & Marketing, IV Therapy & Nutrition, proactively managing priorities and anticipating administrative and business needs.
• Manage complex calendars, meetings, domestic and international travel, itineraries, correspondence, briefing materials, and confidential communications.
• Prepare agendas, reports, presentations, meeting materials, and executive-level communications for internal and external audiences.
• Serve as a key liaison between the SVP Commercial Sales & Marketing, leadership team, employees, internal functions, customers, and external business partners.
• Handle sensitive and confidential information with discretion and professionalism.

Skills

Executive support

Calendar management

Travel coordination

Discretion and judgment

Cross-functional collaboration

Communication skills

Analytical skills

Education

High School Diploma/Assoc. or Bachelors preferred

Tools

Microsoft PowerPoint

Excel

Outlook

Word

Teams

SharePoint

Job description

The Executive Assistant provides high-level executive, administrative, and operational support to the SVP Commercial Sales & Marketing, IV Therapy & Nutrition. The position serves as a trusted partner in managing executive priorities, coordinating complex schedules and travel, preparing communications and presentations, facilitating meetings and events, and supporting the execution of key business initiatives.

In addition to primary support of the SVP Commercial Sales & Marketing, the Executive Assistant provides administrative and operational support to the broader leadership team and organization. This includes coordinating business and sales operations, cross-functional initiatives, employee activities, financial and procurement processes, and reporting and analytics. The role requires strong business acumen, discretion, independent judgment, and the ability to anticipate needs, manage competing priorities, and collaborate effectively across all levels of the organization.

This is a hybrid position, and the selected candidate will be required to work onsite in the Lake Zurich, Illinois office 3 days a week.

Responsibilities

• Provide comprehensive executive support to the SVP Commercial Sales & Marketing, IV Therapy & Nutrition, proactively managing priorities and anticipating administrative and business needs.
• Manage complex calendars, meetings, domestic and international travel, itineraries, correspondence, briefing materials, and confidential communications.
• Prepare agendas, reports, presentations, meeting materials, and executive-level communications for internal and external audiences.
• Serve as a key liaison between the SVP Commercial Sales & Marketing, leadership team, employees, internal functions, customers, and external business partners.
• Handle sensitive and confidential information with a high degree of professionalism, discretion, and judgment.

Business & Sales Operations

• Provide administrative and operational support to the broader IV Therapy & Nutrition leadership team and organization, including coordination of fleet activities, vendor credentialing, employee rosters, organizational charts, distribution lists, and other business resources.
• Coordinate cross-functional initiatives involving Sales, Marketing, Finance, Human Resources, Procurement, Legal, IT, and other functions.
• Track business priorities, deliverables, deadlines, decisions, and action items; proactively follow up with stakeholders to support timely execution.
• Maintain department resources, SharePoint sites, organizational information, confidential files, and business records.
• Identify opportunities to streamline administrative and operational processes and improve organizational effectiveness.

Meetings, Events & Employee Support

• Plan and coordinate leadership meetings, department events, Regional Sales Meetings, business planning sessions, product launch meetings, team-building activities, and other business functions.
• Manage event and meeting logistics, including facilities, venues, technology, equipment, catering, travel, schedules, and materials.
• Coordinate administrative aspects of employee onboarding, transfers, and offboarding in partnership with Human Resources, IT, hiring managers, and other internal functions.
• Support employee recognition, engagement initiatives, organizational communications, and other activities that enhance the employee experience.
• Coordinate executive and department expense reporting, invoice processing, purchase requests, purchase orders, vendor onboarding, and other procurement activities.
• Assist with department budget tracking, expense monitoring, and reconciliation activities.
• Partner with Finance, Procurement, vendors, and internal stakeholders to ensure timely processing, resolve issues, and support compliance with company policies and procedures.

Reporting, Analytics & Presentations

• Create and maintain spreadsheets, trackers, reports, dashboards, and presentations to support the SVP Commercial Sales & Marketing and leadership team.
• Compile and analyze business and operational information to identify trends, issues, and opportunities and provide insights and recommendations to support business improvement.
• Develop polished, executive-level PowerPoint presentations and business materials for C-Suite executives, senior leadership meetings, business reviews, and other high-level forums.
• Consolidate information from multiple stakeholders into clear, concise, accurate, and executive-ready reports and presentations.
• All employees are responsible for ensuring the compliance to company documents, programs and activities related to the Health, Safety, Environment, Energy, and Quality Management Systems, as per your roles and responsibilities.

Requirements

• High school diploma or equivalent required (Associates or Bachelor degree preferred).
• Minimum of 5 years of progressively responsible executive administrative, business operations, or related experience.
• Experience supporting senior executives and leadership teams in a complex corporate environment strongly preferred.
• Experience supporting a Sales, Commercial, Marketing, or similarly dynamic business organization preferred.
• Demonstrated experience coordinating large meetings, business events, travel, and cross-functional initiatives.
• Demonstrated ability to support a senior executive while effectively balancing the needs and priorities of a broader leadership team and organization.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities, deadlines, and changing business needs.
• Strong business acumen and ability to understand organizational priorities and translate them into effective administrative and operational support.
• Ability to work independently, exercise sound judgment, anticipate needs, and take initiative with limited direction.
• Strong analytical and problem-solving skills with the ability to organize information, identify trends, and develop actionable recommendations.
• Advanced proficiency in Microsoft PowerPoint, Excel, Outlook, Word, Teams, and SharePoint.
• Demonstrated ability to develop professional, executive-level presentations and reports for senior leadership and C-Suite audiences.
• Excellent written and verbal communication skills with the ability to interact professionally with executives, employees, customers, and external business partners.
• Strong attention to detail and commitment to accuracy and quality.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Strong interpersonal skills and demonstrated ability to build effective working relationships across functions and organizational levels.
• Ability to adapt quickly to changing priorities and operate effectively in a fast-paced, deadline-driven environment.
• Demonstrated ability to coordinate projects and initiatives across multiple stakeholders without direct reporting authority.
• Ability to travel occasionally based on business needs.
• The Company’s primary business language is English. The successful candidate must be able to effectively speak, read, write, and understand English to perform the essential functions of the position, including independently understanding policies, procedures, training materials, and workplace communications written in English due to our heavily regulated work environment.

Additional Information

Salary Range: $34.00 - $39.00 per hour

Final pay determinations will depend on various factors, including, but not limited to experience level, education, knowledge, skills, and abilities. Our benefits and programs are comprehensive and thoughtfully crafted to ensure our colleagues live healthy lives and have support when it matters most.

We offer an excellent salary and benefits package including medical, dental and vision coverage, as well as life insurance, disability, 401K with company contribution, and wellness program.

Please note that joining our team does not create a guaranteed or permanent employment arrangement. All employment is at-will, meaning both the employee and Fresenius Kabi have the right to end the employment relationship at any time, in accordance with applicable federal and state laws.

Fresenius Kabi is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, citizenship, immigration status, disabilities, or protected veteran status.