Assistant, Executive Administrative

Overview

Find a Better Way...

...to use your skills and experience.

This is the time to let your talent come to life. To maximize your knowledge and use it for the greater good. To work with the best professionals using state-of-the-art technology, and improve lives with your innovative ideas and ambitious dreams. Find a better way: the Sysmex Way.

...to improve the lives of others.

Headquartered in Kobe, Japan, Sysmex is located in Lincolnshire, Illinois. Renowned worldwide for the very finest in quality, innovative diagnostic equipment and information-management systems, we apply science to enhance the quality of life on a global scale. Our agile, resourceful team is committed to realizing critical breakthroughs in laboratory diagnostics, information technology, workflow analysis and life sciences for the clinical laboratory.

...to build a promising future. 

Responsibilities

The Executive Administrative Assistant will support the VP of Marketing and the VP of Information Technology. Responsibilities include diverse responsibilities such as typical administrative tasks in the office, business and personal projects, phone calls/emails, scheduling, errands, meeting planning, presentation prep and transportation. The ideal candidate is:

• A fast learner and self-starter
• Handle confidential information with discretion
• Forward-thinker and a problem solver
• Analytical-Reliable and trustworthy
• Able to meet deadlines
• Detail-oriented
• Flexible
• Able to take direction well
• A team player
• Personable and has a positive attitude
• Professional attitude and appearance

Essential Duties and Responsibilities:

• Outlook Management, PowerPoint and Excel at advanced level
• Complete monthly reconciliation of corporate credit card statements to expenses.
• Manage communications, including but not limited to the following: mail, email, telephone, meetings, reports, newsletters, subscriptions, social media, copying, filing, faxing, routing, etc. for both business and personal matters, as well as reviewing, handling and following up as appropriate with instructions, questions, obtaining information and data, etc.
• Manage and assist with personal interactions with management and staff.
• Assist in developing, managing and enforcing company Policies and Procedures, including Job Descriptions, Organization Charts, Reporting, Record Keeping, Filing, etc.
• Manage and maintain business, legal and personal files, contacts and documents in hard copy and electronic filing systems, such as Microsoft Office, company CRM, Outlook Public folders, etc.
• Handle personal duties and miscellaneous errands as required
• Team / collaborate with other Executive Admins to provide support at major SAI events, such as conventions or national meetings, or to other executives during absences.
• Acting as a team member to provide support to other executives on an as needed basis.
• Provide general support to visitors and other duties as assigned.

Travel - 5%

Physical Risk: No unusual exposures to risk

Physical Demands: No unusual physical effort, strain, or discomforts.

Qualifications

• Associate degree or five years required experience in administrative or office support, or the Armed Forces. Bachelor’s degree preferred.
• A minimum of five years supporting Vice President, C-Level executive, Senior Partner, Managing Director, or General Manager in a Corporate organization.
• IAAP CAP and OM certification a plus
• CMP certification a plus
• Emphasis on proper use of grammar in business correspondence. Must be able to articulate clearly in oral communication and use ‘borrowed authority’ effectively and persuasively.
• Advanced knowledge of Microsoft Office including Outlook, Excel, PowerPoint, etc.
• Outstanding interpersonal skills
• Excellent communication skills
• Strong proofreading skills
• Flexibility
• Dictation and/or transcription skills a plus

Sysmex is proud to be an EEO/Affirmative Action employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, age, sex, sexual orientation, gender identity or expression, color, religion, national origin, genetics, disability status, protected veteran status or any other characteristic protected by law. We maintain a drug-free workplace and perform pre-employment substance abuse testing.