Senior Director Admin — Hybrid (Pharma BTS)

Orion Group; North Chicago (IL); Hybrid; USD 37,000 - 43,000; Full time

Benefits offered by this job

Hybrid work schedule

Leadership development opportunities

Technology and training resources

Campus transportation and coffee

Job summary

Orion Group is seeking an experienced Executive Administrative Assistant IV to support our pharmaceutical client’s BTS department in North Chicago, IL. This hybrid role requires handling complex calendars, travel, invoices, and confidential information for a Senior Director and team.

You will coordinate meetings, prepare presentations, and manage onboarding for new hires, while ensuring compliance with policies and deadlines.

Qualifications

• 7+ years of previous administrative experience supporting executives or senior leaders.
• Some college preferred.
• Previous leadership or supervisory experience desired.
• Experience in pharmaceutical, biotechnology, or CRO environments strongly preferred.
• Intermediate to advanced proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint.
• Experience with Concur, SharePoint, Visio, and/or OrgPlus.
• Familiarity with corporate travel, expense reporting, purchasing, and administrative workflows.
• Strong understanding of business processes and operational requirements.
• Demonstrated ability to learn new technology quickly and adapt to changing environments.
• Excellent calendar management, scheduling, and organizational skills.
• Ability to work independently, exercise sound judgment, and proactively address challenges.
• Strong communication and interpersonal skills, including the confidence to respectfully push back when appropriate.
• Make it happen mindset with persistence, initiative, and a commitment to delivering results.

Responsibilities

• Provide advanced administrative support to senior leadership and BTS team.
• Manage complex calendars and proactively resolve scheduling conflicts.
• Anticipate leadership and team needs, ensuring schedules, priorities, and deliverables remain organized.
• Maintain team rosters and contact lists.
• Schedule meetings and support Teams/Zoom and telepresence setups.
• Act as liaison for remote access and technical meeting needs.
• Coordinate domestic and international travel arrangements.
• Prepare and submit expense reports in compliance with company policies.
• Manage correspondence, couriers, FedEx labels, and shipments.
• Order office supplies and manage inventory.
• Process invoices and assist with vendor onboarding.
• Coordinate meeting planning, events, and catering.
• Create or modify business documents and presentations.
• Prepare binders and manage large copy requests.
• Request publications and articles as needed.
• Coordinate new employee office setups and onboarding activities.
• Provide backup administrative support to other team members as needed.

Skills

Calendar management

Travel coordination

Executive support

Microsoft Office

Concur

SharePoint

Education

Some college preferred.

Tools

Concur

SharePoint

Visio

OrgPlus

Job description

Orion Group is seeking an experienced Executive Administrative Assistant IV to support our pharmaceutical client’s BTS department in North Chicago, IL. This hybrid role requires handling complex calendars, travel, invoices, and confidential information for a Senior Director and team.

You will coordinate meetings, prepare presentations, and manage onboarding for new hires, while ensuring compliance with policies and deadlines.