Executive Assistant Jobs in Phoenix, IL

About The Position

Requirements

• At least 6 years of experience supporting senior-level executives in a fast-paced, dynamic environment.
• Advanced proficiency in Microsoft Office Suite applications, including Outlook, Word, Excel, and PowerPoint.
• Ability to build strong partnerships and collaborate effectively with Executive Assistants and cross-functional stakeholders.
• Strong organizational and time-management skills, including the ability to manage multiple priorities and meet deadlines.
• Professionalism, adaptability, discretion, and sound judgment when handling sensitive and confidential information.
• Exceptional attention to detail, proactive problem-solving skills, and the ability to anticipate executive needs.
• Ability to establish and maintain trusted, collaborative relationships with internal and external stakeholders at all levels.

Nice To Haves

• Experience within the Biopharma, Medical Device, or Scientific industries.

Responsibilities

• Manage the Vice President’s active calendar, process expense reports, prepare confidential correspondence, and coordinate domestic and international travel arrangements, itineraries, and agendas.
• Maintain professionalism, service, and confidentiality while supporting stakeholders, customers, corporate partners, and senior leadership.
• Manage the Vice President’s time and priorities, triage requests, and escalate sensitive matters when appropriate.
• Facilitate organizational communication, proactively manage competing demands, and help ensure projects are completed successfully and on time.
• Adapt to changing business needs and shifting priorities.
• Coordinate staff and departmental meetings, including scheduling, agendas, video conferencing logistics, materials, and summaries.
• Represent the organization professionally with external partners, collaborators, customers, and industry stakeholders, and support conferences, events, and executive engagements.
• Support departmental operations and special projects, including purchase order processing, budget tracking, and administrative workflow coordination.
• Build and maintain trusted, collaborative relationships with colleagues and stakeholders across all levels of the organization.
• Anticipate business needs and identify solutions for internal and external stakeholders.
• Demonstrate integrity, professionalism, discretion, and accountability.
• Coordinate team meetings, leadership off-sites, department events, and other employee engagement activities.
• Use feedback constructively and adapt to changing business requirements.
• Pursue ongoing professional development to enhance effectiveness and support organizational goals.
• Perform additional duties and responsibilities as assigned.

Benefits

• Eligibility for bonus
• Stock
• Benefits