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.