Executive/EC Assistant

Job Title: Executive/EC Assistant
Location: Chicago, IL/ Remote
Duration: 12 months
Note: The ideal location for this person would be Chicago, IL, but the role can be 100% remote. At some time in the future, the goal would be for this person to convert to a full time employee, and at that time potentially work from a Chicago area office, which is why that location is preferred.

Job Description:
This is a high level Executive Assistant role, providing support for Senior Leadership level executives.
The Executive Assistant acts as a highly proactive, organized, and technology-savvy Executive Assistant to support senior leaders within the business in the United States. This role will provide executive support to multiple leaders across fast-paced, highly matrixed, and global Advanced Synthesis business platform.

In addition to traditional executive support responsibilities, this individual will play an important coordination role across U.S.-based leadership activities, events, and organizational initiatives. The role requires someone who is highly adaptable, operationally minded, comfortable working across time zones and functions, and energized by creating structure, efficiency, and seamless coordination in dynamic environments.

The ideal candidate is resourceful, detail-oriented, and forward-thinking, with strong judgment, excellent communication skills, and a passion for leveraging technology and process improvements to enhance productivity and effectiveness.

Executive Support
•Provide executive administrative support to multiple U.S.-based senior leaders within the Advanced Synthesis organization 
•Manage complex calendars across multiple time zones, functions, and stakeholder groups 
•Coordinate domestic and international travel arrangements, itineraries, logistics, and expense management 
•Support meeting preparation, agenda coordination, action tracking, and follow-up activities 
•Help prioritize competing requests and ensure smooth day-to-day executive operations 
•Maintain a high degree of professionalism, discretion, confidentiality, and responsiveness 
Coordination & Operational Support
•Coordinate U.S.-based leadership meetings, workshops, town halls, customer visits, and organizational events 
•Support planning and logistics for leadership team meetings, conferences, site visits, and commercial events 
•Partner closely with site teams, internal communications, commercial teams, and leadership stakeholders to coordinate activities and ensure alignment 
•Assist with tracking organizational communications, meeting cadences, event planning activities, and leadership engagement initiatives 
•Coordinate travel logistics and scheduling support related to leadership meetings and broader organizational activities 
•Serve as a key coordination point for U.S.-based activities supporting the broader Advanced Synthesis leadership team 

Process & Technology Enablement
•Leverage technology, digital tools, and automation opportunities to improve efficiency, organization, and communication workflows 
•Support continuous improvement of administrative processes, coordination practices, and operational organization 
•Utilize collaboration and productivity tools effectively across a globally distributed organization 
•Help establish streamlined ways of working and improve visibility across leadership activities and priorities

Skills:
•Bachelor’s degree or equivalent experience preferred 
•4-6 years of executive administrative support experience within complex, fast-paced organizations 
•Demonstrated experience supporting multiple senior leaders simultaneously 
•Exceptional organizational, prioritization, and coordination skills 
•Highly proactive with strong ownership mindset and ability to operate independently 
•Strong technology proficiency and comfort leveraging digital tools, collaboration platforms, productivity systems, and AI-enabled tools to improve efficiency and organization 
•Advanced PowerPoint skills required, with demonstrated ability to develop polished, executive-ready presentations, meeting materials, and leadership communications 
•Strong Microsoft Office skills required, particularly PowerPoint, Outlook, Excel, and Teams Excellent communication and stakeholder management skills 
•Strong attention to detail with ability to manage multiple priorities and rapidly shifting schedules 
•Comfortable working across global teams, cultures, and time zones 
•Ability to exercise sound judgment, discretion, and professionalism in handling confidential information 
•Experience supporting leadership teams within life sciences, healthcare, manufacturing, pharmaceuticals, biotechnology, or other global industries preferred 

Education:
Bachelor’s Degree in Business Administration or related field