Executive/EC Assistant (Chicago)

Job Title:- Executive/EC Assistant

Location:- Chicago, IL- Remote

Duration:-12 months with the possibility of conversion

Job Description

Primary responsibilities are

Calendar Management

Expense Management (documenting, recording, uploading)

Event and travel planning

Scheduling Conferences, Sales Meetings,

Partner with EMEA based EAs to Support EMEA managers traveling in the US

Preferred skills

Wrike - Project Management/Campaign and Marketing Management tool (or similar tool)

Utilizing AI for Governance Management

Technical Curiosity to learn new tools

Job Summary

The Executive Assistant will support multiple senior leaders within the Advanced Synthesis organization. This role is responsible for executive administration, leadership coordination, event planning, travel management, communication support, and process improvement activities across a fast-paced global environment. The ideal candidate is highly organized, proactive, technology-savvy, and comfortable working across multiple stakeholders and time zones.

Key Responsibilities

• Executive Support
• Provide administrative support to multiple senior leaders.
• Manage complex calendars across various time zones.
• Coordinate domestic and international travel arrangements.
• Prepare meeting agendas, track action items, and follow up on deliverables.
• Prioritize competing requests and support daily executive operations.
• Handle confidential information with professionalism and discretion.
• Coordination & Operational Support
• Coordinate leadership meetings, town halls, workshops, customer visits, and organizational events.
• Support logistics for conferences, site visits, and commercial meetings.
• Partner with site teams, communications, and leadership stakeholders.
• Track organizational communications and engagement initiatives.
• Act as a key coordination point for U.S.-based leadership activities.
• Process & Technology Enablement
• Utilize digital tools and automation to improve operational efficiency.
• Support continuous process improvements.
• Leverage collaboration and productivity platforms effectively.
• Establish streamlined ways of working and enhance visibility of leadership priorities.

Required Qualifications

• Bachelor's Degree in Business Administration or related field.
• 4-6+ years of Executive Assistant or executive administrative support experience within a complex organization.
• Experience supporting multiple senior leaders simultaneously.
• Strong organizational, scheduling, coordination, and prioritization skills.
• Advanced PowerPoint skills with ability to create executive-level presentations.
• Strong proficiency with Microsoft Office Suite (PowerPoint, Outlook, Excel, Teams).
• Excellent verbal and written communication skills.
• Ability to work independently and manage confidential information.
• Experience working with global teams and multiple time zones.

Preferred Qualifications

• Master's Degree in Business Administration or related field.
• Lean Green Belt certification.
• Experience within Life Sciences, Biotechnology, Pharmaceuticals, Healthcare, Manufacturing, or related industries.