Executive Administrative Assistant

Position Summary:

This role will be support the Chief Commercial Officer and Global Chief Commerial Officer, serving as a trusted partner in managing complex executive priorities across the organization. Responsibilities include calendar management; document and presentation production / editing; travel logistics; preparation for external meetings and luncheons; expense report and purchasing processing; tracking; and general recording/filing, and interface with HR, other Executive Assistants, Administrators, and event coordinators. Adept at managing multiple priorities, streamlining administrative processes, and building strong relationships across all levels of an organization. Collects, coordinates and maintains confidential and sensitive information compliantly on behalf of the C Suite.

Principal Duties and Responsibilities include the following:

•    This position is responsible for high level & hands on administrative support for the respective Sr. Executives and the company.
•    Key characteristics include: customer service focused, proactive, flexible, approachable, patient, courteous, tactful and diplomatic.
•    , Develop a strong relationship with our meeting planning team to execute frequent meetings for multiple staff on and off site.  
•    Frequent C-Suite, HR & Finance interaction. Interacts with internal staff on significant matters often requiring coordination between functional units.
•    Provides high level administrative support and understands the daily management and operations of the company, equipment including meeting/video technology, computers, printers/copiers, and Zoom/MS Teams software, mail, calendars, faxing, copying, and scanning. Recognized as an SME to troubleshoot complex problems, make necessary adjustments and/or the ability to use many of the advanced features.
•    While operating audio and video equipment, has the ability to coordinate conferencing with large groups &/or high level executives and their external contacts.
•    Prepares invoices, purchase orders, expense reports, makes travel arrangements with the ability to understand and coordinate complex national and international travel , and orders office supplies to accommodate executives’ remote office, and on-site arrangements, assuring proper levels are maintained with minimal direction.
•    Coordinates oral and written communications on behalf of the senior executives or their staff
•    Demonstrated ability to accurately interpret instructions to complete tasks with minimal supervision, effectively communicates (verbal and written), expresses ideas and needs with individuals and groups, collaborates on a cross-functional basis proactively, adjusts language/terminology as appropriate, and complies with accepted and compliant standards.
•    Possesses advanced writing, editing, spelling, grammar, formatting and standard business correspondence skills.
•    Assists on special projects within area and routinely trains others in specific tasks as needed.

Role & Organizational Context:

•    Individual contributor role, remote based 
•    Role is part of a fast paced, highly collaborative, dynamic, and matrixed organization and will focus on providing exceptional administrative support to the Senior executives.

Qualification Requirements:

•    Bachelor’s Degree or equivalent required. Minimum five years experience of senior level administrative support, preferably in a pharmaceutical company setting.
•    Must exhibit characteristics of a team player who can work independently as well as within a group setting and can interface across multiple departments and levels of management.
•    Demonstrated skill proficiency in Microsoft Office. Advanced proficiency in a variety of software and PC functions and a high level of confidence in learning a variety of software for databases, spreadsheets.
•    Excellent oral and written communication skills.
•    Advanced typing skills (50-65+ wpm) required. Ability to proofread for clarity and grammatical errors essential.
•    Excellent organizational skills, effective project management skills and commitment to meeting deadlines and perform well under pressure.
•    Ability to work within an environment which utilizes a number of vendors, firms and internally with both contract/temporary or outsourced resources.
•    Demonstrated ability to be discreet, flexible, work independently, prioritize and manage assignments to ensure critical issues are addressed or brought to the attention of the appropriate expert within the department(s).
•    Self motivated, detail oriented, takes the initiative and is able to work independently without close supervision and with all levels of management.
•    Must be circumspect in handling highly confidential and sensitive information. Understands and applies Ocular values, maintains and demonstrates high ethical standards in conducting the company’s business.

•    2 years C-Suite level executive support experience preferred.
•    Able to work in a highly dynamic work environment described above, have a flexible work style, and easily shift approaches to meet the needs of the company executives.
•    Pharma/biotech or related healthcare industry experience, successfully working on teams in a complex matrix-environment