Executive Assistant

Job Description

The Vice President of Small Molecule Science and Technology (SM S&T) in our Manufacturing Division has an opening for a lead administrative assistant. Candidates must have an interest in and ability to work successfully in a fast paced, complex work environment. The ideal candidate is a highly motivated and polished professional capable of prioritizing work, demonstrating exceptional organizational and proactive problem-solving skills, professional communication skills, flexibility, and teamwork as well experience navigating across an enterprise to access resources and solutions as needed. Some job responsibilities include, but are not limited to: 

• Extensive calendar management, requiring advanced coordination and scheduling meetings involving leaders with diverse calendar constraints (including meetings with external colleagues).  Ability to negotiate with key partners to resolve schedule conflicts and develop solutions that meet the needs of all participants. 

• Scheduling of meetings/town halls/symposia, which involve large audiences.  Aids in drafting and distribution of department-wide communications.

• Develop travel itineraries and coordinates all travel arrangements and logistics for VP of SM S&T.

• Possesses a strong network across the diverse functions at our company, building high trust relationships with key partners and leaders such as the GSEC, GPO and DSCS administrative networks, GSEC LT, SM S&T Chief of Staff, HR Business Partner, various Site Functions, Executive IT, Learning and Development, Compliance, Payments, and others.

• Leadership of the SM S&T admin network, fostering a sense of community and a mindset of continuous improvement.  Maintains job aids for that describe best practices for admin responsibilities, ensures departmental distribution lists and org charts are updated, and serves as owner for key departmental Sharepoint and Teams sites.  Onboards new admins to team and serves as coach/mentor.

• Produces/completes various work assignments requiring advanced analytical ability, independent judgment, creativity, and problem-solving skills with minimal supervision. 

• Strong time management skills and understanding of the priorities of the SM S&T LT, coordinating multiple tasks to ensure operations in the department run seamlessly and efficiently.   

• Commitment to compliance in all aspects of the role, including management of contracts with external consultants, processing of expense reports, handling travel arrangements, payment requests, POs, and other job expectations.  Cultivates a culture of compliance across the entire admin network in SM S&T.

• Communication skills must be at a level to effectively interact with our executives and their assistants as well as internal/external clients both on-site and remotely to maintain relations.  Handles sensitive information with grace and confidentiality.

• Possesses an intellectual curiosity to learn and develop expertise, especially in the digital space.

• May coordinate special projects within the division/area.

Education Minimum Requirement:   

• High School Diploma required;

• Advanced education or certifications such as (e.g. Certified Administrative Professional, Project Management Professional Certification, Professional in Human Resources Certification) preferred

Required Experience and Skills**:  

• Minimum of (10) years Administrative Assistant experience 

• Minimum of (5) years Administrative experience supporting Executive Directors and above (preferred VP/SVP level roles) 

• Advanced computer skills using Office 365 (MS Outlook, Word, Excel, Power Point) 

• Digitally savvy with intellectual curiosity to learn more in the digital space

• Ability to handle and prioritize a large number of simultaneous assignments 

• Demonstrated experience scheduling and coordinating complex, multi-leg domestic and international travel and processing Visa/Passport Applications 

• Event Planning/Coordination experience 

• Extraordinary attention to detail and handling of confidential/sensitive information 

• Outstanding communication and people skills

• Ability to lead and coordinate administrative needs of large organization via broader team of administrative assistants.

Preferred Experience and Skills:  

• SAP experience processing Expense Reports, Purchase Orders, Payment Requests, Vendor Add Forms and Workday.

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