Executive Assistant

This position provides assistance with a variety of complex administrative and organizational tasks, which may be of a confidential nature, in support of a Business Unit.

Essential Duties And Responsibilities :

Manages Outlook calendars for assigned team members, schedules internal and external meetings, coordinates visits by outside guests

Produces and edits complex and / or confidential correspondence, documents and reports using word processing, PowerPoint, and spreadsheet software

Coordinates travel for assigned team members with company travel agency, manage air and hotel reservations, create itineraries

Provides support for reimbursement requests and expense reports

Tracks contracts, purchase requisitions and invoices

Orders office supplies and handles incoming and outgoing packages and mail

Manages office communications—fields and routes organizational phone calls, emails, and traditional mail

Maintains office services, including IT resources and facilities (includes fielding technical questions and submitting service requests)

May provide presentation support and perform special projects as requested

Answers questions regarding departmental policies and procedures

Collaborates across departments to help plan events and further company initiatives

Provides as-needed back-up support for other administrators

Represents interests in relationships with external associates including vendors, consultants, and clients

Complies with all company health & safety policies and procedures

Supervisory Responsibilities :

No supervisory responsibilities

EDUCATION / EXPERIENCE / KNOWLEDGE & SKILLS :

Education / Experience :

High School Diploma or General Education Degree (GED) and a minimum of five years of related experience; or,

Associate's degree (A.A.) or equivalent from two-year college or technical school and a minimum of three years of related experience; or,

Bachelor’s degree (B.A. / B.S.) from four-year college or university and a minimum one year of related experience; or,

Equivalent combination of education and experience

Experience / The Ideal for Successful Entry into Job :

Experience within the pharmaceutical and biotech industries

Prior computer and administrative experience including calendar management, travel arranging, expense reporting, handling logistics, typing, editing, customer service

Knowledge / Skills :

Advanced computer skills including advanced knowledge of Microsoft Outlook, Microsoft Word, Microsoft Excel, PowerPoint, adept at Internet research.

Ability to prioritize and organize complex, confidential, time sensitive tasks and display exceptional project management skills.

Ability to demonstrate independent judgment, initiative, and common sense in problem-solving and making recommendations.

Ability to communicate effectively with all employee levels in person, by phone and by email.

Demonstrates tact, diplomacy, respect, and confidentiality, is approachable and interacts professionally; builds business relationships based on mutual respect.

Builds cooperative, team relations with a wide variety of coworkers throughout the organization and with some individuals outside the organization.

Consistently demonstrates leadership on assignments and among peers and is routinely sought out for critical assignments.

Works efficiently, responds promptly

Responds well to changing demands and frustrating situations by maintaining flexibility and professionalism.

Routinely anticipates and takes initiative to solve problems, recommends and implements process / project improvements.

Produces error-free work routinely, contributes to efficiency and productivity of department by support provided and suggestions given.

In-depth understanding of job-related practices and department procedures and processes; ability to act as information resource on departmental operations and policies.

Advanced, up-to-date knowledge of relevant desktop systems and software and ability to apply them to maximize department effectiveness and problem solving.