Executive Admin Assistant

Executive Administrative Assistant IV Pay Rate: $27/HR + Location: Onsite/Hybrid – Mettawa, IL (mostly onsite, with potential work from home on Mon and Fri based on leadership's schedule/meetings). Contract Duration: 12 months with potential extension based on performance/business needs. Role: Administrative Assistant IV supporting a pharmaceutical client’s Omnichannel team. Provides advanced administrative and operational support in a fast-paced, collaborative environment and partners closely with senior leaders and cross-functional stakeholders. Key Responsibilities Provide advanced administrative support to the IRA Strategy team. Manage complex calendars and proactively resolve scheduling conflicts. Maintain team roster and contact lists. Schedule meetings and support Teams/Zoom and telepresence setups. Act as liaison for remote access and technical meeting needs. Coordinate domestic and international travel arrangements. Prepare and submit expense reports in compliance with company policies. Manage correspondence, couriers, FedEx labels, and shipments. Order office supplies and manage inventory. Process invoices and assist with vendor onboarding. Coordinate meeting planning, events, and catering. Create or modify business documents and presentations. Prepare binders and manage large copy requests. Request publications and articles as needed. Ensure compliance with corporate travel, expense, and administrative policies. Handle confidential and business‑sensitive information with discretion. Maintain departmental files in accordance with corporate and regulatory requirements. Support ad hoc projects as assigned. Prepare presentations from source materials. Operate with general instruction while demonstrating initiative and ownership. Leadership & Interpersonal Skills Strong attention to detail and organizational skills. Ability to prioritize multiple requests in a high-volume environment. Proactive problem‑solving and anticipation of team needs. Clear communication of deadlines, deliverables, and potential obstacles. Accountability and ownership of work. Strong relationship‑building skills across client areas. Professional demeanor when interacting with senior leadership. Ability to execute independently while collaborating effectively. Qualifications Some college preferred. 2+ years of administrative experience supporting executives or senior leaders preferred. Experience in pharmaceutical, biotech, or CRO environments strongly preferred. Intermediate to advanced proficiency in Microsoft Office Suite. Experience with Concur, SharePoint, and/or Visio preferred. Strong understanding of business processes and administrative workflows. Demonstrated ability to learn quickly and adapt in changing environments. "Make it happen" mindset with persistence and initiative. Work Environment & Benefits This role offers the opportunity to work within a collaborative team environment while supporting impactful business initiatives. Ongoing technology and training resources. Leadership support for career development. Flexible hybrid schedules (dependent on team needs). A professional, inclusive workplace culture. #J-18808-Ljbffr