Executive Assistant

Fresenius Kabi•Lake Zurich, IL

2d•$34 - $39•Onsite

About The Position

The Executive Assistant provides comprehensive administrative support to the Executive Vice President, MedTech R&D and other members of the management team. Duties include, but not limited to, coordination of coordination of EVP’s daily schedule (calendar/meetings), distribution of communication materials, organization of team events / town halls, a high volume of domestic and international travel coordination, implementation and management of procurement processes for R&D materials, support team safety and ESG initiatives, and coordination of R&D space allocation (seating) This position requires working on-site in Lake Zurich, IL Monday through Thursday each week, sometimes more depending on business needs. 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.

Requirements

High school diploma required; Associate’s degree preferred.
10+ years of experience, preferably working in support of executive management in an R&D or related type of technical department
High level of proficiency with IT tools such as Microsoft Outlook, Teams, Word, Excel, PowerPoint, and Copilot
Experience in processing procurement related workflows in SAP
Experience in leading administrative projects
Proven ability to interface with executives (in person, remote, written)

Responsibilities

Manage complex calendar and day-to-day schedule of the EVP R&D and certain other members of team; coordinating schedule with other executives including those in international locations
Generate, handle, and distribute important and at times confidential documents in regard to R&D business functions
Coordinate extensive domestic and international travel arrangements for EVP as well as certain other senior staff and at times external parties such as 3rd party site visitors (customer, KOL, Scientific advisory members, etc.). Ensure communication of travel approval process throughout rest of R&D organization
Support preparation for site visitors (meeting rooms, connectivity, security registration, catering), together with support of other admins in R&D group
Manage process for CPA and Invoice process for the MedTech R&D functions at the site
Set up group meetings, town halls, offsite events for up to ~200-250 staff, together with support of other admins in R&D group
Manage and ensure timely processing of expense reports for group P-card; also processing T&E expenses for EVP (incl. Amex reconciliation), and selected other staff
Process invoices, organize shipments (domestic/international), and ordering of office supplies as needed
Coordinate with other admins in R&D to ensure distribution of important communications, training on procurement processes, and occasional coverage for vacations/illness
Assume additional projects or responsibilities as may be assigned, such as during implementation of new or modified IT or procurement systems, updates and deployment of new T&E policies, or participation in other cross-function or cross-business unit site initiatives that benefit from support or input of executive admin professional
Manage office allocation within R&D team
Mentor and coach any junior admins that may be working within R&D