Senior Executive Administrative Assistant / Hybrid Role

ZipRecruiter; North Chicago (IL); On-site; USD 65,000 - 85,000; Full time

Job summary

A leading company is seeking a Senior Executive Administrative Assistant for a hybrid role in North Chicago. The ideal candidate will have over 7 years of experience supporting executives, demonstrating strong problem-solving and communication skills. Responsibilities include managing calendars, scheduling travel, and providing exceptional administrative support to ensure efficiency. Flexibility and adaptability will be essential for fulfilling various assignments across departments.

Qualifications

• 7+ years previous admin experience supporting executives.
• Experience in pharmaceutical company or CRO is preferred.
• Intermediate to advanced knowledge of Microsoft Office Suite.

Responsibilities

• Responsible for general administrative support including calendar management and travel scheduling.
• Interact with high-level executives and handle confidential information.
• Monitor manager and team calendars, proactively solve conflicts.

Skills

Problem-Solving

Communication

Flexibility

Education

Some college

Tools

Microsoft Office Suite

Concur

SharePoint

Visio

Job description

Job DescriptionJob Description

Position: Senior Executive Administrative Assistant // Hybrid Role
Location: North Chicago IL 60064
Duration: 6+ months with possible extension

Responsibilities

Must be comfortable to adapt to different leadership styles. Contract Admin Assist. may be filling in for other admins when on vacation, medical leave, sick time, or require additional admin support on their team to meet project deadlines. Must be available and flexible for these assignments. As this is on an as needed basis, specific number of hours available to work each week may vary and are not guaranteed throughout the duration of the Floater Role assignment

All the leaders are looking for sharp, experienced admins with a pro-active approach to doing their work. One who would learn and understand the leader’s priorities, be the eyes and ears of the leader, connect with the business and others to get things done. If they don’t know how to do something to figure it out by reaching out to others etc., reach out to meeting requests to get more info on why they need time from the leader and so on. Work effectively with other admins and keep leader and team organized.

We need candidates with good stable work histories. Open to being coached and developed by STAR Executive Admins and leadership team. Performance will be reviewed by leader/admin supporting and assessed to appropriately continue your short-term contract. Assignment locations will vary within our Lake County, IL. or Irvine Locations. Must report onsite (Lake County, IL), unless otherwise stated by the leader/admin requesting support. STAR Admin Training and shadowing will be provided prior to being placed on an assignment.

Responsible for all administrative functions of the department: answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, Teams Meetings and Telepresence setups, acting as a liaison for remote access issues.

Key Responsibilities Include:

• Provides general administrative support. May provide back up support to higher-level management as needed.

• Effectively monitors manager and team calendars, proactively solves conflicts

• Responsible for compliance with applicable Corporate and Divisional Policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).

• Interacts with high-level executives and handles confidential or business-sensitive information.

• May include some support for tracking budget expenditures.

• Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.

• Orders business cards and stationery.

• Uses and understands Microsoft Office Suite, and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable).

• Coordinates new employee office set-ups and onboarding.

• May train/coordinate work for new administrative assistants.

• Operates with general instruction and some supervision

Leadership and Interpersonal Skills:

• Fully understand assigned tasks and any associated expectations.

• Ask for clarification as needed

• Understand the deadlines and deliverables

• Communicate any obstacles that prevent completion of any deadline

• Provide status updates prior to any deadline

• Be a good listener

• Demonstrate strong Problem-Solving Skills

• Be Accountable and Responsible for actions/mistakes

• Challenges the team to always do better

• Prioritizes own work, balancing multiple requests for assistance. Establishes good working relationships with client areas; builds rapport and trust with others

Requirements

• Some college .

• Experience working in pharmaceutical company or CRO strongly .

• 7+ years previous admin experience supporting executives

• Must have Intermediate to advance knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements

• “Make it happen” spirit & attitude as well as persistence.

• Learns fast, grasps the "essence" and can change course quickly where needed

Company DescriptionSelect Source International (SSI) is a distinguished staffing company with nearly 25 years of experience, renowned for delivering top-tier workforce solutions encompassing staffing, recruiting, and managed services. As a proud supplier, we bring a wealth of expertise and best-in-business differentiators to comprehensively support your diverse workforce needs.

Based in Minneapolis, Minnesota, USA, SSI has established itself as a global leader, serving a broad clientele across industries with unwavering dedication and excellence. SSI is ISO 9001, 14001, and Soc2 Type2 certified, underscoring our commitment to quality and security. We have garnered numerous sustainability and supplier awards, further validating our industry-leading capabilitiesCompany DescriptionSelect Source International (SSI) is a distinguished staffing company with nearly 25 years of experience, renowned for delivering top-tier workforce solutions encompassing staffing, recruiting, and managed services. As a proud supplier, we bring a wealth of expertise and best-in-business differentiators to comprehensively support your diverse workforce needs.

Based in Minneapolis, Minnesota, USA, SSI has established itself as a global leader, serving a broad clientele across industries with unwavering dedication and excellence. SSI is ISO 9001, 14001, and Soc2 Type2 certified, underscoring our commitment to quality and security. We have garnered numerous sustainability and supplier awards, further validating our industry-leading capabilities