USA - Senior Executive Assistant

Mindlance; Deerfield (IL); On-site; USD 70,000 - 90,000; Full time

Job summary

A leading company is seeking a Senior Executive Assistant in Deerfield, Illinois. This role involves providing dedicated support to executives, managing schedules, preparing presentations, and coordinating travel arrangements. Ideal candidates will have strong organizational and communication skills with a proven background in similar positions, ensuring effective collaboration with senior leadership and global teams.

Qualifications

• 4+ years of experience as an Executive Assistant or Senior Executive Assistant.
• Experience working with global teams.
• Proficiency in managing calendars and scheduling.

Responsibilities

• Coordinate/managing schedules for corporate leaders.
• Prepare expense reports and manage department credit lines.
• Support departmental projects and coordinate meetings/events.

Skills

Communication

Organizational Skills

Project Management

Problem Solving

Leadership

Education

High School Diploma

Associate's Degree or Professional Certification

Tools

PowerPoint

Word

Excel

Outlook

Zoom

WebEx

Teams

Job description

Mon - Thurs onsite; WFH on Friday
Typical hours: 8-5ish; may need to adjust some days
Location will be moving to a new *** office located on Lake Cook Rd in DF.

The Senior Executive Assistant plays a meaningful role on the team, providing dedicated support to executives as well as support for their function as a whole. You will have exposure to senior levels of the organization, partnering with other Executive Assistants and external stakeholders as part of the day-to-day responsibilities.

***’s Kidney Care Finance function supports business leaders in engaging with healthcare providers, patients, and regulators to address unmet medical needs through innovation, evidence generation, and dissemination. The team works globally with cross-functional and external partners to ensure the optimal and safe use of ***’s products and therapies, aiming to save and sustain lives.

What you'll be doing

1. Coordinate/manage schedules for corporate leaders.
2. Build/prepare correspondence and complex presentations. Develop databases/spreadsheets.
3. Coordinate global and domestic travel arrangements, including flights, ground transportation, hotels, visas/passports, and meeting coordination.
4. Prepare expense reports; manage department credit lines for purchases. Apply and implement internal policies and provide training as needed.
5. Support departmental projects and manage/event coordinate departmental meetings and events, which could include in-person, virtual, or hybrid formats.

What you'll bring

• HS Diploma required; an Associate's degree or professional certification is preferred.
• 4+ years of experience as an Executive Assistant or Senior Executive Assistant.
• Excellent written, verbal, and interpersonal communication skills, with the ability to interact with senior leadership internally and externally.
• Strong organizational and project management skills; ability to identify innovative solutions to complex problems, understand available resources, and deliver on short notice.
• Experience working with global teams and internal/external business partners.
• Outstanding critical thinking skills, sound business judgment, results and solutions orientation, and ability to work independently in a fast-paced, changing environment.
• Proactive problem-solving, quick decision-making, and anticipation skills; ability to grasp the big picture while managing operational details.
• Leadership qualities; ability to motivate and manage team differences.
• Exceptional calendar management and scheduling skills.
• Proficiency in PowerPoint, Word, Excel, Outlook, and computer systems.
• Highly proficient in invoice and PO processing.
• Expertise in Zoom, WebEx, Teams, and video conferencing technology, with adaptability to new tools and strategies.
• Experience in supporting internal and external events, including management and logistics.

*** is committed to supporting workplace flexibility through a policy that includes a minimum of 3 days onsite per week. This approach fosters in-person collaboration and supports our Mission.