Executive Assistant (Human Resources & Legal)

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

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

401K with company contribution

Wellness program

Job summary

Fresenius Kabi USA in Lake Zurich, IL seeks an Executive Assistant to support the Head of Human Resources, Region U.S., and the HR Senior Leadership team, helping drive organizational effectiveness through proactive planning and seamless operations.

The role requires on-site work Monday–Thursday, early start, strong PowerPoint, Outlook, and communication skills, and a professional, discreet approach to confidential information.

Qualifications

• High level of professionalism and discretion
• Strong written and verbal communication
• Ability to prioritize and multitask

Responsibilities

• Maintain confidentiality of executive communications and documents.
• Manage Head of HR US and VP GC calendars, meetings, travel, and deliverables.
• Prepare and take minutes for meetings; track action items and follow up.
• Greet and screen callers and visitors; maintain a positive demeanor.
• Plan and execute employee-focused events to strengthen culture.
• Develop presentations using PowerPoint and other software.
• Lead special projects and support other assistants as needed.
• Collaborate with team members and support other department staff.
• Process invoices and purchase orders; track payments.

Job description

Job Summary

The Executive Assistant is the face and voice of the Human Resources organization, reflecting the goals, aspirations, and values of the organization. The Executive Assistant is an enthusiastic self-starter, who will primarily support the Head of Human Resources, Region U.S., and other members of Human Resources Senior Leadership team as well as the Executive Vice President, General Counsel, proactively learning and anticipating the needs of the executive and other key department leaders to build better organizational effectiveness. The Executive Assistant will learn quickly how the company operates (people, processes, and technology) in order maximize individual resourcefulness.

*This position requires working on-site in Lake Zurich, IL Monday through Thursday each week, sometimes more depending on business needs. Preferred start time is no later than 7:30 a.m. Pay 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. Benefits offered include a 401(k) plan with company contributions, paid vacation, holiday and personal days, employee assistance program, and health benefits to include medical, prescription drug, dental and vision coverage.

Responsibilities

• Maintain confidentiality of all executive communications, both verbal and written documents.

• Effectively manage the time of the Head of HR, Region U.S. and the Executive Vice President, General Counsel, including time allocation for meetings (based on needs & objectives), travel, interfaces and activities, and required work deliverables in line with critical success factors.

• Anticipate and execute details around 1:1 and team meetings, including virtual meetings. Take meeting minutes, captures action items, appropriately communicates, and follows up where required.

• Greet, screen, and direct all telephone calls and visitors. Maintain a highly positive attitude in all interfaces.

• Support the planning, organization, and execution of employee-focused events that strengthen workplace culture, engagement, and connection.

• Develop excellent presentations utilizing Microsoft PowerPoint or other cutting-edge presentation software.

• Lead special projects, including event planning, meeting management, employee distributions or other additional duties as assigned by the Head of HR, Region US and the Executive VP, General Counsel.

• Team player: support the needs of other members of the department or executive assistants, whenever possible.

• Process invoices, purchase orders, and follow up on payments.

Job Requirements

• High school diploma required; Associate’s degree preferred.

• 3+ years of experience in a professional, administrative support role, supporting executive management.

• High level of proficiency in Microsoft PowerPoint and Outlook required. Excel and Word proficiency preferred.

• Superior organizational skills and insight, scrupulous with the details, high-level of focus, persistence, and enthusiasm. Exceptional ability to prioritize effectively.

• Excellent written and verbal communication.

• Maintain a high level of confidentiality, integrity, and discretion.

• 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

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