Executive Assistant

Job Summary

Under the direction of senior leadership, the Executive Assistant provides comprehensive administrative and organizational support to leadership within Tech Ops. The role involves managing complex calendars, coordinating meetings and events, handling domestic and international travel arrangements, preparing meeting readiness, managing expense reporting, and supporting special projects. The position requires interaction with a diverse group of internal stakeholders and external partners, maintaining professionalism and confidentiality at all times.

Reports to:

SD+ Positions reporting into this role: N/A

Hybrid: 3 days a week in Kankakee, IL office and 2 days remote.

• Provide diversified administrative support to senior leaders and their teams, including word processing, phone coverage, filing, mailings, and document management. Organize and maintain confidential and time‑sensitive materials and files.
• Manage calendars and schedule appointments for executives and leadership team members. Ensure meeting materials are prepared and assist in tracking priorities and deliverables.
• Plan and manage special projects and events, including global meetings and project-related sessions. Arrange facilities, catering, invitations, and travel for internal and external participants. Monitor and control event budgets. Prepare visual presentations and meeting materials as needed.
• Coordinate domestic and international travel arrangements and compile itineraries. Prepare documents for travel-related meetings and process expense reports accurately and promptly. Reconcile corporate credit card accounts for assigned leaders.
• Monitor standard expenditures to ensure activities remain within established budgets. Manage implementation of legal contracts and agreements, ensuring proper signatures and maintaining organized files.
• Support onboarding of new hires and collaborate with other administrative professionals to ensure a consistent experience. Serve as a liaison with internal and external stakeholders globally, representing the department professionally while maintaining confidentiality.
• Perform other related duties as assigned.

• Education:
  
  High School Diploma or equivalent vocational or technical training. Bachelor’s degree or technical college degree is a plus.
• Experience:
  
  3-5+ years of administrative support experience, preferably within the pharmaceutical industry.
• Technical Proficiency:
  Advanced skills in Microsoft Office Suite, Adobe Acrobat, and enterprise systems such as Ariba, SAP, and Concur; ability to quickly learn and adapt to new technologies.
• Trusted Partner:
  Demonstrated ability to maintain confidentiality and exercise discretion in all aspects of work.
• Flexibility:
  Willingness to adjust working hours to accommodate multiple time zones when necessary.
• Learning Agility:
  Proven ability to learn quickly and adapt to changing priorities and processes.
• Emotional Intelligence:
  Strong interpersonal skills with the ability to navigate complex relationships and maintain professionalism.
• Executive Support Expertise:
  Skilled in providing efficient, high‑quality assistance to senior leaders.
• Professionalism & Urgency:
  Maintains a polished demeanor and responds promptly to time‑sensitive requests; demonstrates strong ethical standards.
• Self‑Directed & Accountable:
  Proactive, dependable, and responsible for delivering results independently.
• Communication Excellence:
  Exceptional verbal and written communication skills with the ability to convey information clearly and succinctly.
• Deadline‑Driven:
  Strong ability to anticipate challenges and proactively manage priorities for senior executives.
• Problem‑Solving & Organization:
  Demonstrated strength in critical thinking, time management, and organizational skills.
• Multitasking Ability:
  Skilled at balancing and prioritizing multiple high‑impact tasks simultaneously.
• Tact & Diplomacy:
  Exercises sound judgment and professionalism when interacting with all levels of management and external stakeholders.

The expected base salary range for this position is $71,000 - $84,000. Salary is determined by qualifications, skill level, experience, competencies, and other relevant factors. Total compensation may include incentive compensation and equity.

CSL is an Equal Opportunity Employer. If you are an individual with a disability and need a reasonable accommodation for any part of the application process, please visit