Description
The Executive Assistant, Pharmacy Services serves as a strategic partner to the VP, Chief of Staff of Pharmacy Services, based in the Chicago, IL office.
In this role, you'll help maximize leadership effectiveness by managing complex administrative responsibilities, coordinating critical business activities, managing the VP's calendar, travel, and expenses while also supporting day-to-day site activities that keep the Chicago office running smoothly.
You'll act as a trusted point of contact for the Chief of Staff's office, helping ensure the VP's time is focused on top priorities and that the broader Pharmacy Services team has the administrative and site support it needs to operate effectively.
Responsibilities
As Executive Support:
- Proactively manages and coordinates the VP's daily schedule, calendar, and contacts, resolving scheduling conflicts and prioritizing time against business needs.
- Arranges travel and accommodations, including detailed itineraries, and processes expense reports in accordance with established policy guidelines.
- Coordinates leadership meetings, business reviews, and planning sessions, including logistics, agendas, pre-read materials, notes, and follow-up on action items.
- Prepares, edits, and finalizes presentations, communications, and business materials to ensure they are polished and audience-ready.
- Prioritizes and tracks deliverables; manages project timelines, deadlines, and requests.
- Participates in meetings, takes notes, and disseminates information to relevant stakeholders.
- Serves as the first point of contact for the Chief of Staff's office, fielding internal and external inquiries and redirecting as appropriate.
- Works appropriately with confidential information; always acts with discretion.
As Site Coordinator:
- Supports day-to-day site activities for the Chicago, IL office, including space planning, supply ordering, and coordination of facilities requests.
- Oversees on-site meeting and event preparation, including room scheduling, AV/telepresence setup, and catering.
- Partners with Facilities, IT, and other cross-functional teams to ensure the office environment supports business needs.
- Coordinates and supports community and philanthropic efforts to drive colleague engagement.
Required Qualifications
- 5+ years of administrative experience supporting senior leadership or equivalent in another similar field.
- Demonstrated expertise managing complex calendars, travel coordination, and expense processes.
- Strong experience with Microsoft Suite Products (including Word, Excel, PowerPoint, Outlook, Teams).
- Demonstrated ability to handle confidential and sensitive information with professionalism and discretion.
- Strong organizational and prioritization skills, with the ability to manage multiple competing priorities.
Benefits
- Medical, dental, and vision coverage
- Paid time off
- Retirement savings options
- Wellness programs
Pay Range
- $22.59 - $53.95