Executive Assistant (Pharmaceutical Industry)

Position Summary

Under close supervision of the VP Managing Director, this person will be responsible for coordinating with various vendors, spearheading meetings and activities in the office and within the community and owning the workplace services. In addition to event coordination, the Executive Assistant will be responsible for generating and distributing reports, maintaining business information, and act as the department contact to internal and external vendors.

PRIMARY DUTIES AND RESPONSIBILITIES:

• Provides advanced, diversified, and confidential administrative support for Executive leadership team.
• Proactively manages calendars to remove conflicts, working with other EAs and team members as necessary.
• Performs general administrative tasks such as expense reports, meeting requests, travel booking both domestic and international, handling the mail, typing, filing, and answering phones.
• Make appointments and arranges meeting rooms as required.
• Orders office and other supplies as needed.
• Supports onboarding and offboarding of employees with badges, email list serves, and announcements.
• Acts as the point of contact for the building management company and our office.
• Monitor various Email boxes and take appropriate action as required.
• Assists and supports department managers in preparing for key meetings.
• Maintains and promotes positive and professional working relationships with associates and management.
• Comply with all appropriate policies, procedures, safety rules and regulations.
• Submit information, documents, or reports to various other departments for processing as needed.
• Compiles information from various sources and utilizes the information for uses such as generating reports or preparing meeting material.
• Ensures that department schedules and calendars are kept updated.
• Updates and maintains pertinent business information via computer or department files.
• Assists with a variety of scheduled and unscheduled projects occurring in the department at any given time.
• Drafts, types, and/or aggregates correspondence and/or presentations to be sent to internal and external contacts.
• Interacts frequently with inter-departmental associates and management for the purpose of resolving workload issues.
• May provide backup support for other administrative associates in the department such as handling multi-line phone systems, greeting visitors, supporting other executives, and other receptionist-related duties.
• Handles incoming and outgoing phones for the department and responds to questions and/or requests in a professional manner.
• Performs related duties as assigned.

Requirements:

Requires broad training in fields such as business administration, accountancy, sales, marketing, computer sciences or similar vocations generally obtained through completion of a two-year Associate's Degree Program or equivalent combination of experience and education. Normally requires a minimum of four (4) years’ directly related experience.

• Ability to communicate effectively both orally and in writing
• Strong interpersonal skills
• Strong analytical skills
• Strong organizational skills; attention to detail
• Ability to resolve issues quickly and efficiently
• Ability to present a positive and professional image
• Strong knowledge of Microsoft Word, Excel, Power Point and Outlook
• Strong understanding of various systems used to support the DC Operations and primary Duties listed above such as SAP, PkMS, Kronos, Workday, Qlickview, Metastorm, and Labor Management, etc.
• Ability to implement processes resulting in satisfactory audit practices