Executive Assistant

Description:

Job Responsibilities:

● Ability to independently manage complex scheduling with a possibility of various time zones and manage various top management levels of internal and external stakeholders with a high level of confidentiality.

● Expert knowledge of available *** IT systems (ex: cSuite, collaboration tools).

● Manage the scheduling of senior committee meetings, global summits and department offsites (all staff, leadership teams, cross functional meetings).

● Lead the planning, organization, and execution of large-scale meetings that might entail the added complexity of managing schedules across multiple time zones with internal and/or external key stakeholders.

● Partner with manager or assigned lead to design agenda & manage the distribution of all meeting materials and manage rolling agendas for standing committee or team meetings.

● In collaboration with Strategic Event Services, drive the planning and execute all large department-wide offsites and/or onsites, including but not limited to: Global Town Halls, team meetings, etc.

● Independently lead the planning & execution of meetings at Congress events, Global Summits, etc (venue & speaker selection, technical AV requirements, catering, agenda setting, contract management).

● Draft email communications on behalf of manager, team, department, leader, etc.

● Partner with leaders to plan communication strategy for internal department communications.

● Partner with the communications team to track, manage, prepare, support various communication and engagements.

● Manage departmental gSites, Spaces, websites, newsletters, etc. (collect content, distribute information, oversee maintenance)

● Coordinate collecting and implementing feedback for communications when applicable

● Manage overall space planning process (serve as thought partner for strategy for team placement, present to leadership team, serve as main project manager).

● Partner with leader(s) to create team agreements

● Serve as thought partner with leadership to assess employee engagement, gauge informal pulse checks, share ideas for enhancing engagement.

● Manage complex candidate/interview process

● Manage administrative components and logistics of onboarding including overseeing first 30 days checklist and relocation

● Serve as external stakeholder connector

● Keep up-to-date on cSuite changes and organize trainings for team and/or other admins in dept

● In some cases, take on the role of Admin Lead

● Process and manage vendor/speaker engagements, contracts and payments, etc., including RFP/Vendor selection

Functional Job Responsibilities: (30% specific to the role)

● Items specific to the role

Required Skills and Qualifications:

● 5-7 years related administrative, operations or project management experience (experience gained in the pharmaceutical/biotech industry is strongly preferred)

● Previous experience must include responsibilities for managing confidential information

● Previous experience training other staff in company or departmental systems, processes, and other general or administrative tools is strongly preferred

● Proven track record of meeting or exceeding objectives and goals

● Ability to plan, coordinate, organize and prioritize work within and across functional groups and execute strategically. May take lead role in the assessment and coordination of work flow among team members

● Actively creates a collaborative and productive climate. Ensures ideas, opinions and the expertise of others are elicited when making decisions that impact overall group, actively seeks and integrates input from other parts of the organization, resolves complex issues

and conflict

● Exercises judgment and discretion of highly sensitive and proprietary information

● Oversees and promotes accuracy and attention to detail of work systems and procedures, fosters a continuous improvement mindset

● Based on breadth of experience, skills and strategic context, drives the decision making process independently

● In depth knowledge of cSuite Tools (including gMail, gCal, gSheets, gSlides, Trello, gMeet, Zoom) Actively seeks to inform, promote and instruct others with innovative tools that enhance efficiency and productivity

● Familiarity with *** organization strongly preferred

● BS/BA degree or equivalent industry experience

Requirements

Soft skills- Emotional intelligence, discretion and confidentiality, and proactivity. Thinking ahead and solving problems before they turn into bigger issues. Speaking and writing in a polite, direct, and professional way with all types of people with accuracy.

Hard/technical skills-In depth knowledge of Microsoft Office (Powerpoint, Excel and Word), cSuite Tools(including gMail, gCal, gSheets, gSlides, Trello, gMeet, ZOOM) and able to provide instruction or training to others as needed

Minimum years of experience- 5-7 years supporting Senior Level Executive )Sr. Director and above (VP and above preferred

Education requirements

BS/BA in related field

Interview process- Phone Screen; Two person panel; two person final

Onsite position