Executive Assistant

Overview

Lupin is comprised of a fast growing, innovative and robust team of manufacturing, Research and Development and commercial divisions. Together these entities make up the generic and branded U.S. business. Lupin has a significant generic pipeline, and a branded focus on women’s health. Our first Research and Development facility in the US is located in Coral Springs, Florida which focuses on generic and branded orally inhaled and nasal drug products. Somerset, New Jersey is home to one of Fifteen commercial manufacturing sites globally and the only commercial manufacturing facility in the United States for Lupin, as well as additional Research and Development teams. Lupin is prided on being people-focused and centered around how impactful we are with our customers. Dollars are not a measure of success but rather the people we help along the way.

Responsibilities

Responsibilities: This position is an Onsite  Role in our Coral Springs, FL site. 

• Arrange complex and detailed international travel plans and itineraries, compiles documents for travel-related meetings
• Schedule meetings and plan travel
• Organize and coordinate daily activities and efficient function of the president’s office
• Plan, coordinate and keep contents of senior staff meetings focused; keep meeting minutes
• Produce consolidated reporting to senior staff, including tracking
• Collaborate with executive team members to determine and prioritize business strategies
• Strategize, develop, and track key performance metrics to inform status and future opportunities
• Manage calendar and schedules appointments for the President of the division
• Create detailed and comprehensive PowerPoint presentations for company-wide Town Hall meetings and other executive presentations
• Process expense reimbursements, Compile expense reports with international exchange rates
• Preparing and issuing divisional announcements from the President
• Excellent calendar management skills, including the coordination of complex executive meetings in several different countries
• Conserve executive’s time by reading, researching and routing correspondence, drafting letters and documents
• Greet and attends to visitors; provides visitor hospitality
• Liaise with vendors for office-related matters such as signage, furniture, catering, etc.
• Manage incoming calls
• Arrange and manage complex conference itineraries
• Other duties as assigned
• Create presentation materials, background briefs and talking points
• Maintain post-meeting debriefs and communicate to relevant stakeholders
• Support the writing of speeches, memos, and thank you letters to partners and government officials, pre-draft emails,
• Manage near and long-term meeting agendas for President. Screen requests for time/opportunities, gather backgrounds on meeting attendees, ensure needed support from team in attendance, develop meeting presentations, talking points, and materials
• Research, gather data, and prepare reports, presentations, publications, spreadsheets, tables and charts for the president’s use

Qualifications

Qualifications:

• Minimum of 5 years' supporting C-Suite Executives for travel, meeting arrangements, expense reporting, and PowerPoint compilation
• Experience scheduling complex international travel and meetings
• Bachelor's Degree in Business Administration or similar field required preferred
• Pharmaceutical Industry experience preferred

Technical Skills

MUST have excellent skills with Powerpoint, Outlook, Concur, and strong general knowledge of other Microsoft Office applications.

OTHER REQUIREMENTS

• Excellent oral and written communication skills.
• Sense of urgency and use of good judgement when dealing with time constraints
• Structured and organized thinker. Excellent organizational and planning skills with ability to manage and prioritize multiple tasks
• Strong interpersonal skills; capability to work with a team as well as with a great deal of autonomy
• Service-centric attitude with a proven ability to anticipate needs and handle each situation with diplomacy and discretion

Lupin  is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, gender, religion, age, disability, veteran’s status, or any other classification as required by applicable law.

Physical Requirements

The physical requirements of the position generally include: standing, walking, sitting, using hands and fingers, reaching with hands and arms, talking and hearing. In some circumstances, bending, kneeling, crouching, stooping, and crawling may apply. This position may require lifting up to 15 pounds occasionally. Generally work is performed in an office environment.

Search Firm Representatives Please Read Carefully 

Lupin USA, and its Affiliates does not accept unsolicited assistance from search firms for employment opportunities. All CVs / resumes submitted by search firms for any current openings at our company without a valid written search agreement in place will be deemed the sole property of Lupin. No fee will be paid in the event a candidate is hired by Lupin as a result of an agency referral where no pre-existing agreement is in place. Where agency agreements are in place, introductions are position specific. Please, No phone calls or emails