EXECUTIVE ASSISTANT

IVIRMA is looking for an Executive Assistant to join our team full-time in Basking Ridge.

Job Purpose:

The Executive Assistant serves as a key partner to the North America C-Suite executives, delivering high-level administrative and operational support to ensure the seamless execution of daily priorities and long-term strategic initiatives. This position plays a critical role in enhancing executive effectiveness by proactively managing complex calendars, coordinating international and domestic travel, organizing cross-functional meetings and events, and acting as a liaison between leadership and internal/external stakeholders. The Executive Assistant will be expected to operate with the utmost discretion, demonstrate exceptional organizational and problem-solving skills, and anticipate the needs of the executives to drive efficiency and productivity across the leadership team. This role demands a high degree of professionalism, adaptability, and a proactive approach in a dynamic and fast-paced environment.

Essential Functions and Accountabilities:

• Responsible for scheduling and managing leaders’ calendars including prioritizing and resolving related conflicts and proactively scheduling important meetings with internal and external stakeholders
• Organizes and coordinates domestic and international travel and related requirements to include travel authorizations, flight tickets, hotel bookings, visas, airport transfers, expense reports; ensures that all travel arrangements are compliant with the Company’s Travel Policy.
• Provides support in arranging meetings including coordinating the agenda, collaboration of presentations/information, handling logistics, such as conference registrations, reserving conference rooms, sending meeting invitations, arranging technical support, placing catering requests, hotel room reservations (internal and external), and local travel. Also, provides hospitality for Senior Management or guests of the department which may include planning, arranging, and confirming all local logistics support.
• Supports new Company initiatives requiring setting up new routines, global meetings and events cross-functionally and with the global system (i.e., with internal and external stakeholders).
• Coordinate department and cross-department team events.
• Act as a gatekeeper, screening emails/ calls as needed and meeting requests to ensure optimal time management.
• Support leadership meetings by preparing agendas, taking minutes, and managing follow-ups to ensure progress
• Handle and maintain sensitive company information with strictest confidentiality.
• Performs general clerical duties including but not limited to scanning, copying, faxing, filing, and data entry; collects and opens mail; completes various forms, including purchase requisitions, shipping requests, travel expense reports, requests for payment, consultancy agreements, etc.

Academic Training:

Bachelor’s Degree in appropriate field (Business Administration, Healthcare Administration, Health Information Administration, etc.)-required

Position Requirements/Experience:

• 3 years of experience as an Executive Assistant or People/HR related Specialist supporting senior leadership
• Experience scheduling international travel arrangements and schedule for senior management or c-suite executives
• Strong attention to detail, interpersonal, and communication skills are needed.
• Exceptional organizational skills with the ability to anticipate needs and solve problems before they arise
• Excellent time management skills to meet deadlines are needed.
• Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important
• Ability to work with limited supervision
• Ability to prioritize effectively, interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, comfortable with a certain amount of ambiguity and changes to calendars/schedules. Being proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role.

Technical Skills:

• Electronic Medical Records (EMR) experience
• Intermediate knowledge of MS Office, including Word, Excel, PowerPoint, Teams and Outlook. Concur and ADP software a plus.

IVI-RMA offers a comprehensive benefits package to all employees who work a minimum of 30 hours per week.

• Medical, Dental, Vision Insurance Options
• Retirement 401K Plan
• Paid Time Off & Paid Holidays
• Company Paid: Life Insurance & Long-Term Disability & AD&D
• Flexible Spending Accounts
• Employee Assistance Program
• Tuition Reimbursement

About IVIRMA Global:

IVIRMA is the largest group in the world devoted exclusively to human Assisted Reproduction Technology. Along with the great privilege of providing fertility care to our patients, IVIRMA embraces the great responsibility of advancing the field of human reproduction. IVIRMA Innovation, as one of the pillars of IVIRMA Global, is a renowned leader in fertility research and science. Check out our websites at: https://rmanetwork.com/ & https://www.ivirma.com/

EEO
“IVIRMA is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: IVIRMA is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at IVIRMA are based on business needs, job requirements and individual qualifications, without regard to race, color, religion and/or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. IVIRMA will not tolerate discrimination or harassment based on any of these characteristics. IVIRMA encourages applicants of all ages.”