Executive Assistant
Lake Zurich, Illinois, United States of America
Full Time
3 weeks ago
$34 - $39 USD
Visa Sponsor
Key skills
RSAPCommunication
About this role
Role Overview
- Provides comprehensive administrative support to the Executive Vice President, MedTech R&D and other members of the management team
- Coordinates EVP’s daily schedule (calendar/meetings)
- Distributes communication materials
- Organizes team events / town halls
- Handles a high volume of domestic and international travel coordination
- Implements and manages procurement processes for R&D materials
- Supports team safety and ESG initiatives
- Coordinates R&D space allocation (seating)
- Manages complex calendar and day-to-day schedule of the EVP R&D and certain other members of team
- Generates, handles, and distributes important and at times confidential documents in regard to R&D business functions
- Coordinates extensive domestic and international travel arrangements for EVP as well as certain other senior staff
- Ensures communication of travel approval process throughout rest of R&D organization
- Supports preparation for site visitors (meeting rooms, connectivity, security registration, catering)
- Manages process for CPA and Invoice process for the MedTech R&D functions at the site
- Sets up group meetings, town halls, offsite events for up to ~200-250 staff,
- Manages and ensures timely processing of expense reports for group P-card; processes T&E expenses for EVP (incl. Amex reconciliation)
- Processes invoices, organizes shipments (domestic/international), and orders office supplies as needed
- Coordinates with other admins in R&D to ensure distribution of important communications
- Assumes additional projects or responsibilities as may be assigned
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)
Benefits
- 401(k) plan with company contributions
- paid vacation
- holiday and personal days
- employee assistance program
- health benefits to include medical, prescription drug, dental and vision coverage