Senior Administrative Assistant

Senior Administrative Assistant

Supporting the Vice President, Sales for the Americas, the Senior Administrative Assistant provides senior-level administrative, operational, and coordination support to executive and functional leaders. Acts as a trusted partner by managing complex calendars, meetings, communications, and travel; supporting projects and internal initiatives; maintaining functional systems and records; and enabling effective daily operations. Ensures leaders are prepared, information flows efficiently, and stakeholders experience a high standard of professionalism, discretion, and responsiveness within a fast-paced, global environment. This role is based in Libertyville, IL with an onsite requirement of 4 days in office weekly.

Responsibilities:

• Provide high-level administrative and executive support to senior leaders, including calendar ownership, meeting coordination, and global scheduling.
• Prepare leaders for meetings by coordinating agendas, materials, and follow-up actions.
• Arrange domestic and international travel, including visa requirements, logistics, and expense reporting.
• Draft, edit, and distribute correspondence, reports, presentations, and communications, many of a confidential nature.
• Serve as a primary point of contact for internal and external stakeholders and appropriately triage requests.
• Plan and execute meetings, leadership sessions, events, and internal forums.
• Maintain functional systems, files, records, and SharePoint sites; enter and manage data in enterprise systems such as learning management and project tools.
• Support functional communications, internal change initiatives, and departmental reporting.
• Assist with research, projects, cost center tracking, budgeting activities, and other initiatives as assigned.
• Collaborate with HR, IT, Finance, Legal, and Facilities to support onboarding, compliance, and operational needs.

Essential Functions of the Role:

• Communicate effectively via email, phone, and virtual platforms.
• Collaborate across departments to support organizational goals.
• Participate in cross-functional meetings and initiatives.
• Maintain and analyze data using tools like Excel, SAP, or HRIS systems.
• Prepare reports and dashboards for internal stakeholders.
• Ensure data accuracy and confidentiality in compliance with company and legal standards.
• Manage multiple priorities and deadlines in a fast-paced environment.
• Lead or support special projects aligned with departmental objectives.
• Demonstrate initiative in identifying process improvements or automation opportunities.
• Serve as a point of contact for internal and external stakeholders.
• Provide guidance on policies, procedures, and benefits (where applicable).
• Adhere to company policies, including those related to ADA, data privacy, and ethics.
• Maintain secure handling of sensitive information.

Education & Work Requirements:

Associate's Degree with a minimum of 6 years of related experience. Minimum of 6 years of progressive administrative, executive assistant, or similar experience supporting senior leaders or functions. Demonstrated experience managing calendars, meetings, travel, expenses, documentation, and confidential information in a professional business environment. Ability to manage multiple priorities in a dynamic business environment. Availability during standard business hours to support assigned leaders. Occasional business travel and attendance at meetings or events.

Competencies:

• Be Agile - Innovates and adapts quickly, approaching change with curiosity while persisting through obstacles.
• Be Customer Centric - Considers the needs, experiences and feedback of customers in all we do.
• Be People-Focused - Builds trust and collaborates with an inclusive and empathetic approach.
• Be Performance Driven - Operates with an ownership mindset, driving meaningful outcomes.
• Live The Schneiders' Legacy, Our Noble Purpose - Passionately serves Our Mission and Vision, while demonstrating the Immutable Principles.

About Hollister Incorporated:

Hollister Incorporated is an independent, employee-owned company that develops, manufactures and markets healthcare products worldwide. The company spearheads the advancement of innovative products for ostomy care, continence care and critical care, and also creates educational support materials for patients and healthcare professionals. Headquartered in Libertyville, Illinois, Hollister has manufacturing and distribution centers on three continents and sells in nearly 80 countries. Hollister is a wholly owned subsidiary of The Firm of John Dickinson Schneider, Inc., and is guided both by its Mission to make life more rewarding and dignified for people who use our products and services, as well as its Vision to grow and prosper as an independent, employee-owned company, and in the process, to become better human beings.

EOE Statement: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.