Executive Assistant Job at Fresenius Kabi USA in Lake Zurich

Executive Assistant

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Base pay range

$32.00/hr - $34.00/hr

Location

Lake Zurich, IL (Hybrid – 3 days onsite)

Responsibilities

• Maintains calendar, tracks deadlines, coordinates travel and on/off‑site meeting arrangements, and processes expense reports in a timely manner
• Performs clerical duties (photocopying, scanning, printing, collating, etc.) and maintains electronic files and documents
• Fulfills requests for office supplies and processes business card and stationery requests for the Commercial team
• Manages vendor setup, develops purchase requisitions, and processes invoices ensuring robust information is captured in a timely manner
• Responsible for the Medical Device Fleet Program: sets up new drivers, leases, and insurance coverage; manages vehicle return process, obtains mileage reports, coordinates accident repairs and routine maintenance
• Assists with onboarding of new employees and contractors (equipment requests, system access, training sign‑up, and other onboarding activities)
• Conducts research, analyzes data, and prepares executive‑level briefs, reports, and presentations
• Drives execution of initiatives and special projects, coordinating across functions and stakeholders
• Anticipates needs, identifies challenges, and proactively addresses issues to keep executive focus on high‑impact initiatives
• Provides back‑up support to other commercial executive assistants as needed and assumes additional administrative responsibilities as assigned by manager
• Ensures compliance with company documents, programs, and activities related to Health, Safety, Environment, Energy, and Quality Management Systems as per roles and responsibilities

Qualifications

• 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 ability to craft concise executive briefs, presentations, and correspondence
• Ability to anticipate needs, identify priorities, and provide recommendations 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 judgment
• 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

Benefits

Medical, dental, and vision coverage; life insurance; disability insurance; 401(k) with company contribution; wellness program

EEO Statement

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.

Seniority level

Associate

Employment type

Full‑time

Job function

Administrative