Job Description:
The Executive Assistant will work as an integral member of Jazz HR. This position is accountable for providing comprehensive administrative support to the VP People Operations Excellence and the People Operations Excellence Leadership Team
Responsibilities include but are not limited to: strategic calendar and inbox management, domestic and international travel coordination for individuals and groups, expense management, coordination of global team events (whether in person or virtual), catering management (including setup and cleanup), and greeting visitors. This position will require initiative, judgement, independent decision making and guest service skills.
Essential Functions:
The Executive Assistant will ensure the team runs smoothly, efficiently, and professionally, coordinating all activities including but not limited to:
• Handle confidential and non-routine information for the individuals supported
• Proactively manage complex calendars working adeptly at managing complex teams across time zones)
• Strategic calendaring and preparations to maximize e?iciency in meeting support/facilitation, scheduling, and strategic blocking of time to suit the needs of shifting priorities
• Plan both domestic and global travel; preparing detailed itineraries and coordinating all important aspects of travel
• Partner to plan offsite and onsite meetings – planning agendas, activities, thinking through the optimal experience for its participants
• Prepare and submit expense reports
• Prepare correspondence, PowerPoint, charts, tables, graphs, business plans, etc.
• 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.
• Maintain organizational charts and email distribution lists
• Partner with other Jazz administrative professionals across multiple sites to deliver consistent administrative support globally and participation in Administration Excellence meetings and initiatives
• Must have the ability to incorporate creative approaches to various projects by taking initiative and working independently or take lead on collaborative e?orts
• Management and/or coordination of projects as assigned (e.g., employee engagement, large internal conferences, o?-site meetings, etc.)
• Serve as a culturally engaged, positive and supportive presence in the Philadelphia site to support organizational and department interactions and collaborations
Required Knowledge, Skills, and Abilities:
• Minimum of eight years professional experience in a senior-level administrative or business support role responsible for one or more senior executives in a fast-paced environment, preferably with experience in Human Resources or in a biotech or pharmaceuticals company
• Experience working in an international organization is preferred
• Must be able to prioritize and multi-task, work e?ectively with little or no direction, and build collaborative relationships with management, partners and peers
• Self-starter with the ability to be resourceful to leverage network, proactively seek information and problem solve
• Comfortable and effectively working, collaborating, and communicating remotely
• Proven proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint and Zoom to be able to carry out support duties in either an in-person or remote environment
• E?ective written and oral communication skills
• Strong interpersonal and facilitation skills are a necessity
• This position requires advanced self-awareness and drive for in-role-development to continually elevate the level of autonomy and proactivity
• Must be able to work in a highly energetic, flexible, and fast-paced environment
• Project management skills/certification preferred
Required/Preferred Education and Licenses:
• High school diploma is required
• College-level coursework is preferred
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