Executive Administrative Assistant

Executive Administrative (Admin Assistant IV) On-site 5-days, possible Hybrid days North Chicago, IL 3-6 months with potential extensions

$30/HR

Orion Group is seeking an experienced Executive Administrative Assistant to support our pharmaceutical client's Manufacturing Team! This role provides advanced administrative and operational support in a fast-paced, collaborative environment and partners closely with senior leaders and cross-functional stakeholders. This is a high-visibility position supporting executive-level professionals and requires strong organization, attention to detail, and proactive problem-solving skills. Key Responsibilities The Administrative Assistant IV will be responsible for a wide range of administrative and coordination activities, including: Administrative & Operational Support Provide advanced administrative support to the dept you are assigned 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 Compliance & Confidentiality 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 Project & Team Support Support ad hoc projects as assigned Prepare presentations from source materials Operate with general instruction while demonstrating initiative and ownership Leadership & Interpersonal Skills Successful candidates will demonstrate: 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 Required / Preferred Some college preferred Exensive 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. Contractors have access to: Ongoing technology and training resources Leadership support for career development Flexible hybrid schedules (dependent on team needs) A professional, inclusive workplace culture People are our business worldwide Orion Group was founded in 1987 and is now one of the largest, independent, international recruitment companies. We have a network of 200 employees working from 24 offices, delivering a range of services - Talent Acquisition, Recruitment Outsourcing Services, Retained Search, Global Workforce Solutions, Completions & Commissioning and Materials Management - across 68 countries. As a global leader in workforce solutions, we recruit personnel across the Engineering & Technical, Office & Commercial, Scientific and Skilled Trades disciplines, for sectors including Oil & Gas, Life Science, Power & Utilities, Constructions & Infrastructure, Manufacturing and Renewables. Orion Group