Executive Assistant

As Executive Assistant, you will provide a high quality, comprehensive, accurate and timely administrative service to the manager, with responsibility for all administrative and logistical functions and ensuring a professional interface, seamless communication and optimal coordination of activities on their behalf.   This is an ideal role for someone that wants to expand their administrative skills beyond just calendar and travel management.

Responsibilities

• Preparing, submitting and tracking expense reports for the team, as necessary

• Creating commitment requests and PO’s, executing goods receipts for work performed/completed, and processing invoices in K2

• Uploading fully executed agreements/contracts into iCAP

• Preparing and managing documents; drafting, editing and proofing various types of documents, including agreements, memos, correspondence and presentation materials (e.g., PowerPoint presentations)

• Maintaining calendars of designated team members as required: Responsible for meticulous calendar management, including planning meetings, coordinating recurring event and communicating with multiple parties to schedule large scale internal/external meetings

• Organizing conference registrations & membership renewals for professional organizations

• Providing fluid support across both corporate and personal calendars including travel and appointments 

• Coordinating small and large meetings and events, both on and off-site, in collaboration with administrative staff from other locations, both domestic and international, as appropriate

• Follow-up actionable items arise from meetings e.g. producing minutes and ensuring timely distribution of relevant documents

• Performing additional duties and assigned projects to achieve overall business objectives

• Travel:  Using company-approved travel vendors, arrange domestic and international travel for team members, including flights, trains, ground transport, hotels, etc.  Prepare relevant documentation and itinerary packages to traveling staff in a timely manner prior to their departure.  Coordinate real-time travel ​issues as they arise

Required Skills

• High School Diploma or equivalent is required; B.A./B.S. or equivalent is preferred

• Proficiency in Microsoft Office (Word, Outlook, Excel, and PowerPoint)

• Knowledge of teleconference equipment (Microsoft Teams) or other related software

• A strong attention to detail, excellent and direct communication skills, strong interpersonal skills, and cross-cultural understanding and sensitivity

• Demonstrated experience managing multiple and complex travel arrangements while planning all aspects of complex meetings, on and off-site

• Ability to see the big picture, while keeping an eye on the detail

• Availity to represent the company and the site VP in a highly professional manger

• Ability to take initiative with a positive attitude in all circumstances

• Flexible; independent problem solving and self-direction

• Proven experience as an Executive Assistant within a similar industry sector, e.g. pharmaceutical or international business

• Prior experience working with remote, international teams in a globally matrixed organization

• Demonstrated experience managing multiple and complex international travel arrangements while planning all aspects of complex meetings, on and off-site

• Background of working in an international business functional area is preferred

• Experience with Concur is preferred