Executive Assistant, Global Regulatory Affairs

The Executive Assistant will work as an integral member of the Global Regulatory Affairs and Drug Safety (GRADS) organization. The primary responsibilities of this role involve providing comprehensive administrative support including, but not limited to, calendar management, arranging travel, preparing expense reports, preparing meeting agendas, taking meeting minutes, managing distribution lists, etc. The Executive Assistant will execute on day-to-day responsibilities with autonomy and limited direction. This role is a single point of contact for senior leaders, working with other admins and stakeholders across Jazz.

Essential Functions
* Handle confidential and non-routine information for the individuals supported
* Proactively manage calendars
* Schedule, organize and maintain activities such as professional calendars, meetings (both in-person and virtual), travel arrangements and itineraries
* Partner with other members of the R&D Business Support Team and the R&D Business Strategy & Operations Office to ensure flow of communications from R&D Leadership to staff in various departments
* Partner with procurement coordinators to prepare and manage contracts, purchase requisitions, purchase orders, check requests, and invoice transmittal and approval in accordance with applicable company policies and procedures.
* Prepare and submit expense reports in Concur
* Maintain organizational charts and email distribution lists
* Greet visitors; escort per visitor schedule during visits ensuring visitor is always with a Jazz employee including interview candidates

* Partner with the other Jazz admins across the multiple sites to deliver consistent administrative support globally and participation in Administration Excellence meetings and initiatives
* May provide assistance on various projects, including arranging project team meetings, preparing agendas and meeting minutes
* Support change management at the department level through material and communication preparation
* Management and/or coordination of projects as assigned (e.g., employee engagement, large internal conferences, off-site meetings, etc.)
* Serve as a positive and supportive presence on-site and virtually to support organizational and department interactions and collaborations
* Responsibilities may require a work schedule that may include working outside of "normal" work hours, and travel to and working in an urban setting, to meet business demands

Required Knowledge, Skills, and Abilities
* Minimum of ten years professional experience in a senior-level administrative role in support of senior executive leaders in a fast-paced environment, preferably in a biotech or pharmaceuticals company
* Experience working in an international organization
* Proven proficiency in Microsoft Word, Excel, PowerPoint, Visio, is required as well as knowledge of Concur
* Proven proficiency with virtual collaboration tools (e.g., Microsoft Teams, Zoom, etc.)
* Effective written and oral communication skills, strong interpersonal skills, and problem-solving, and facilitation skills are a necessity
* Must be able to prioritize and multi-task, work effectively with little or no direction, and build collaborative relationships with management, partners, and peers
* Must be able to work in a highly energetic, flexible, and fast-paced environment

* Resident in or close to Center City, Philadelphia is preferred

Required/Preferred Education and Licenses
* HS Diploma or equivalent is required
* Some college-level course work is preferred