Executive Assistant

Job SummaryThe Executive Assistant is responsible for providing advanced administrative and operational support to the Senior Vice President, Commercial Operations, and team. This role manages calendars, travel, expenses, meetings, onboarding, and records, while also overseeing the Fleet (company car) program and supporting cross-functional projects. Acting as a trusted partner, the Administrative Assistant anticipates needs, prioritizes effectively, and ensures the manager can stay focused on high-impact initiatives. The role requires strong organizational skills, discretion, and the ability to foster a positive, solutions-oriented work environment, while also serving as backup support for other executive assistants and ensuring compliance with company standards.
This is a hybrid position, and the selected candidate will be required to work onsite in the Lake Zurich, Illinois office 3 days a week.
Salary Range: $32.00 - $34.00 per hour
Final pay determinations will depend on various factors, including, but not limited to experience level, education, knowledge, skills, and abilities. Our benefits and programs are comprehensive and thoughtfully crafted to ensure our colleagues live healthy lives and have support when it matters most.

Responsibilities

• Maintains calendar, keeps track of deadlines, coordinates travel and on/off-site meeting arrangements, and processes expense reports in a timely manner.
• Perform clerical duties (photocopying, scanning, printing, collating, etc.) as needed in addition to maintaining files and organizing documents electronically.
• Fulfills requests for office supplies, processes business cards and stationery requests for the Commercial team.
• Manages vendor setup, develops purchase requisitions, and processes invoices ensuring robust information is captured in the system and in a timely manner.
• Responsible for the Medical Device Fleet Program. Set up new drivers, leases, and insurance coverage. Manage the order to return process of vehicles, obtain mileage reports, and keep driver information up to date. Coordinate accident repairs as well as routine maintenance.
• Assists with on-boarding of new employees and contractors which includes equipment requests, system access, training sign-up, and other on-boarding activities as needed.
• Conducts research, analyzes data, and prepares executive-level briefs, reports, and presentations.
• Drive execution of initiatives and special projects, coordinating across functions and stakeholders.
• Anticipate needs, identify challenges, and proactively address issues to ensure executive focus on high-impact initiatives.
• Provide back-up support to other commercial executive assistants as needed. Assumes other administrative responsibilities and projects as assigned by manager.
• All employees are responsible for ensuring compliance with company documents, programs and activities related to the Health, Safety, Environment, Energy, and Quality Management Systems, as per their roles and responsibilities.

Requirements

• High school diploma required. Bachelor’s degree in business administration, communications, or related field a plus.
• Minimum three to five years of experience in executive support or similar roles supporting senior leadership beyond traditional administrative support.
• Highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.
• Proactive and resourceful problem-solver who anticipates issues before they arise.
• Flexible and adaptable, with a strong sense of ownership and accountability.
• Professional presence with the ability to represent the executive internally and externally.
• Exceptional written and verbal communication skills with the ability to craft concise executive briefs, presentations, and correspondence.
• Ability to anticipate needs, identify priorities, and provide recommendations that are aligned with organizational goals.
• Manage highly sensitive and confidential information with discretion, integrity, and professionalism.
• Apply sound judgment to balance competing priorities and make recommendations that serve the best interest of the executive and organization. Demonstrated ability to prioritize and execute tasks in a dynamic environment.
• Effective problem-solving skills and demonstrated use of sound judgement
• Advanced proficiency with Microsoft Office Suite (Outlook, PowerPoint, Excel, Word) and collaboration tools such as Teams or Zoom.
• Tech-savvy and adaptable; able to quickly learn and leverage new productivity and communication tools.

Additional Information

We offer an excellent salary and benefits package including medical, dental and vision coverage, as well as life insurance, disability, 401K with company contribution, and wellness program.

Fresenius Kabi is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, citizenship, immigration status, disabilities, or protected veteran status.