Executive Assistant

Fresenius Kabi USA

Executive Assistant providing administrative support to the Executive Vice President, MedTech R&D and management team. Coordinating schedules, travel, and managing communications for R&D functions.

Posted 4/15/2026full-timeLake Zurich • Illinois • 🇺🇸 United StatesSeniorLead💰 $34 - $39 per hourWebsite

About the role

Key responsibilities & impact

Provides comprehensive administrative support to the Executive Vice President, MedTech R&D and other members of the management team
Coordinates EVP’s daily schedule (calendar/meetings)
Distributes communication materials
Organizes team events / town halls
Handles a high volume of domestic and international travel coordination
Implements and manages procurement processes for R&D materials
Supports team safety and ESG initiatives
Coordinates R&D space allocation (seating)
Manages complex calendar and day-to-day schedule of the EVP R&D and certain other members of team
Generates, handles, and distributes important and at times confidential documents in regard to R&D business functions
Coordinates extensive domestic and international travel arrangements for EVP as well as certain other senior staff
Ensures communication of travel approval process throughout rest of R&D organization
Supports preparation for site visitors (meeting rooms, connectivity, security registration, catering)
Manages process for CPA and Invoice process for the MedTech R&D functions at the site
Sets up group meetings, town halls, offsite events for up to ~200-250 staff,
Manages and ensures timely processing of expense reports for group P-card; processes T&E expenses for EVP (incl. Amex reconciliation)
Processes invoices, organizes shipments (domestic/international), and orders office supplies as needed
Coordinates with other admins in R&D to ensure distribution of important communications
Assumes additional projects or responsibilities as may be assigned

Requirements

What you’ll need

High school diploma required; Associate’s degree preferred
10+ years of experience, preferably working in support of executive management in an R&D or related type of technical department
High level of proficiency with IT tools such as Microsoft Outlook, Teams, Word, Excel, PowerPoint, and Copilot
Experience in processing procurement related workflows in SAP
Experience in leading administrative projects
Proven ability to interface with executives (in person, remote, written)

Benefits

Comp & perks

401(k) plan with company contributions
paid vacation
holiday and personal days
employee assistance program
health benefits to include medical, prescription drug, dental and vision coverage

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

procurement processestravel coordinationexpense report processinginvoice processingdocument managementcalendar managementproject managementR&D supportcommunication distributionevent organization

Soft Skills

interpersonal skillsorganizational skillscommunication skillsleadership skillsattention to detailproblem-solving skillstime managementconfidentialityadaptabilityteam collaboration

Certifications

high school diplomaAssociate’s degree