Senior Executive Assistant

Who we are

TAPI is the leading international supplier of active pharmaceutical ingredients (APIs). With the industry's broadest portfolio including over 350 API products, TAPI is the go-to global supplier for APIs, supporting 75% of the top 50 global pharmaceutical companies. Headquartered in Israel, TAPI employs more than 4,000 professionals at 13 sites worldwide. We provide superior product quality and excellent customer service.

Our employees are at the core of our success, Join us on our journey of growth! 

The opportunity

We are seeking a professional Executive Assistant to support multiple leaders in a multi-functional, matrixed, fast-paced and diverse multicultural environment. This is an exciting opportunity to grow your career cross functionally within a global pharmaceutical company. This highly visible position serves as the primary administrative liaison with members of senior management and internal and external stakeholders. The successful candidate must be able to work in a team environment while managing multiple tasks independently, and maintaining confidence and diplomacy.

 

The role may require availability during nights and weekends for scheduling, travel, and other critical needs.

How you’ll spend your day

• Proactively manage calendar and schedule meetings and events such as but not limited to:  booking meeting room, set up logistics including;  registering guests, meeting materials, A/V, set up on-screen presentations, hard copy items, and catering (if needed)
• Organize new hire set-up; ordering equipment, securing workspace, and communicating with managers to ensure a smooth start for all new hires
• Process expense reports, submitting facilities requests, order office supplies and equipment and monitor against budget
• Organize and schedule domestic and international travel including all logistics
• Plan, coordinate and execute internal/external events/meetings including all logistics
• Planning and calendar management including coordination of complex meetings with multiple participants and locations
• Manage and execute PO requisitions, contracts and invoices for department with Procurement
• Track and manage department time off using timekeeping system
• Stay current with all company policies and procedures and cascade updates/changes/additions through manager direction 
• Maintain and update department distribution lists and org charts utilizing the HR system of record
• Supporting the CDA process (generating, circulating for signature and maintaining on shared drive & in CRM)
• Troubleshoot IT issues/Order Equipment for NA Team- Work with VIP IT Services and Service Now portal
• Update CRM with New Customers and Customer Updates
• Receive and Submit DMF Payments for Health Canada
• Coordinate Special Office Projects as assigned – DCAT, Office Events
• This role supports leaders that have global responsibility and may occasionally require work outside regular business hours  
• Other projects and duties as assigned

Your experience and qualifications

Education/Certification/Experience:

• Minimum of 10 years of administrative experience in fast pace environment
• High School degree or GED required; Bachelor’s degree preferred

 
Skills/Knowledge/Abilities:

• Self-starter who is able to take initiative in all tasks with minimum supervision 
• Attention to detail, accuracy, and timeliness are required
• Ability to display a high level of integrity and professionalism in dealing with people at all levels is imperative
• Ability to utilize tact, diplomacy discretion and good judgement at all times, but especially when dealing with sensitive or confidential material
• Well organized, detail oriented and strong time management skills
• Ability to identify critical issues quickly and navigate priorities based on last minute changes
• Ability to work both autonomously on assignments and collaboratively with others
• Ability to work on assignments of moderate difficultly, requiring judgment in resolving issues or in making recommendations
• Displays a positive and approachable personality
• Proficient skill level in MS Office including proficiency in Word, PowerPoint, OneNote, Excel and Outlook. 
• Proficient knowledge of teleconference and videoconference services.
• Excellent verbal, written, organizational and interpersonal skills required to reflect ability to perform and prioritization of multiple tasks seamlessly with tremendous attention to detail.
• Actively seeks opportunities and proposes solutions
• Previous experience supporting a team 
• Fluency in English, both spoken and written, is required.