Executive Assistant to CFO

PCI Pharma Services; Rockford (IL); On-site; USD 70,000 - 90,000; Full time

Job summary

PCI Pharma Services is seeking an Executive Assistant to the CFO in Rockford, Illinois. This role provides critical administrative support to the CFO and the LIFT organization, which encompasses Legal, Finance, and IT. The ideal candidate thrives in dynamic environments and has strong proficiency in Microsoft PowerPoint, Excel, and Outlook.

The position requires 5+ years of relevant experience and the ability to manage complex schedules and travel arrangements. Join PCI Pharma Services to be part of a team delivering life-changing therapies.

Qualifications

• 5+ years of relevant experience.
• Full professional proficiency in English (written and verbal).
• Ability to work independently and collaboratively.

Responsibilities

• Provide high-impact administrative and operational support to the CFO.
• Manage complex, high-volume calendars across multiple time zones.
• Prepare professional-grade presentations for senior leadership.

Skills

Microsoft PowerPoint

Microsoft Excel

Microsoft Outlook

Problem-solving skills

Effective communication

Education

Associate's degree in a related field

Job description

Life changing therapies. Global impact. Bridge to thousands of biopharma companies and their patients.

We are PCI.

Our investment is in People who make an impact, drive progress and create a better tomorrow. Our strategy includes building teams across our global network to pioneer and shape the future of PCI.

Position Summary

The Executive Assistant to the CFO provides high-impact administrative and operational support to the Chief Financial Officer and the (LIFT) organization, which encompasses Legal, Finance, and IT. This role is critical to the effective functioning of executive operations and supports a fast‑paced, high‑stakes environment requiring exceptional attention to detail, discretion, and responsiveness.

The ideal candidate thrives in dynamic settings, serves as a trusted partner to senior leadership, and brings a proactive, solution‑oriented mindset. This role acts as the administrative backbone of the Office of the CFO, ensuring seamless coordination, communication, and execution across priorities.

Key Responsibilities

Executive and Administrative Support

• Prepare professional‑grade presentations and documents for senior leadership, demonstrating master‑level proficiency in Microsoft PowerPoint.
• Provide comprehensive administrative support to the CFO and LIFT leadership team, enabling efficient execution of daily operations and strategic initiatives.
• Manage complex, high‑volume calendars across multiple time zones, including prioritization, scheduling, and coordination of internal and external meetings.
• Coordinate sophisticated domestic and international travel arrangements, producing detailed itineraries, agendas, and logistics through Concur.
• Prepare, submit, and track expense reports in a timely and accurate manner.
• Draft, proofread, and edit confidential correspondence, reports, and executive materials.

Meeting, Office, and Logistics Coordination

• Schedule conference rooms and manage logistics for executive meetings, board‑related sessions, and customer visits.
• Coordinate catering and on‑site meeting support, including breakfast, lunch, and refreshments as required.
• Willingness to travel to meeting locations (multi‑day trips) for on‑site support, on an as‑needed basis (travel is about 20%).
• Oversee document flow for items requiring signature or review by the Executive Leadership Team (ELT), Executive Coordinator, Site VP/GM, or CFO.
• Order, maintain, and organize office and administrative supplies.

Executive Materials and Special Projects

• Prepare professional‑grade presentations and documents for senior leadership, demonstrating master‑level proficiency in Microsoft PowerPoint.
• Support special projects and ad‑hoc initiatives for the CFO and LIFT leaders, including cross‑functional coordination where needed.
• Ensure adherence to company policies, procedures, and all applicable PCI, cGMP, and GCP guidelines.

Professional Standards

• Demonstrate consistent attendance, punctuality, and reliability as an essential function of the role.
• Flex outside standard business hours as needed; this position is not a traditional Monday‑Friday, 9‑to‑5 role.
• Perform other duties as assigned.

Core Competencies

Executive Organization & Prioritization

• Expert management of complex executive calendars and shifting priorities.
• Ability to triage, anticipate needs, and ensure proactive follow‑through.

Discretion & Confidentiality

• Trusted with sensitive financial, legal, and IT information.
• Exercises sound judgment when handling executive‑level communications.

Communication Excellence

• Clear, professional written and verbal communication.
• Confident interaction with senior leaders, external partners, and stakeholders.

Technical Proficiency

• Master‑level proficiency: Microsoft PowerPoint and Outlook.
• Strong proficiency: Microsoft Excel and Teams.
• Working proficiency with Zoom, SharePoint, Workday, dashboards, and digital workflows.

Problem Solving & Adaptability

• Anticipates challenges and resolves issues before escalation.
• Maintains composure and effectiveness in high‑pressure environments.

Global & Cross‑Functional Awareness

• Effective coordination across time zones and cultures.
• Supports Legal, Finance, and IT leaders with awareness of functional nuances.

Executive Presence

• Represents the Offices of the CFO, CIO, and General Counsel with professionalism and credibility.
• Demonstrates resilience, flexibility, and accountability.

Work Environment

• Primarily office‑based or remote desk environment.
• Noise level typically quiet.

Qualifications

Required

• Exceptional Team Player.
• Hands‑on, positive personality with a "can‑do" attitude.
• Associate's degree in a related field and/or 5+ years of relevant experience.
• Advanced computer skills, including expert use of PowerPoint, Excel, and Outlook.
• Full professional proficiency in English (written and verbal).
• Strong reasoning and problem‑solving skills.
• Ability to work independently and collaboratively.
• Professional demeanor and sound judgment.
• Adaptability to evolving priorities and environments.

Join us and be part of building the bridge between life changing therapies and patients. Let's talk future.

Equal Employment Opportunity (EEO) Statement

PCI Pharma Services is an Equal Opportunity/Affirmative Action Employer. We do not unlawfully discriminate on the basis of race, color, religion, age, sex, creed, national origin, ancestry, citizenship status, marital or domestic or civil union status, familial status, affectionate or sexual orientation, gender identity or expression, genetics, disability, military eligibility or veteran status, or any other protected status.

At PCI, Equity and Inclusion are at the core of our company's purpose: Together, delivering life‑changing therapies. We are committed to cultivating an inclusive workplace by holding ourselves accountable to the highest standards of understanding, fairness, respect, and equal opportunity at every level. We envision a PCI community where everyone can belong and grow, and we strive to bring this vision to reality by continuously and intentionally assessing our people practices, policies and programs, marketing approach, and workplace culture.