Senior Executive Assistant

Who we are

Together, we’re on a mission to make good health more affordable and accessible, to help millions around the world enjoy healthier lives. It’s a mission that bonds our people across nearly 60 countries and a rich, diverse variety of nationalities and backgrounds. Working here means working with the world’s leading manufacturer of generic medicines, and the proud producer of many of the products on the World Health Organization’s Essential Medicines List. Today, at least 200 million people around the world take one of our medicines every single day. An amazing number, but we’re always looking for new ways to continue making a difference, and new people to make a difference with.

The opportunity

The Senior Executive Assistant provides highly complex and specialized administrative duties for but not limited to the  Head of the Strategy Office (SVP) and 3 team members (Senior Directors) and will manage the executive calendar, expense reports and travel coordination of the Strategy Office SVP and SVP of Global Corporate Affairs.  

 

This role has a significant global scope and complexity and very minimal supervision.  This support includes scheduling and calendar management, managing email, expense reporting, travel planning, preparing presentations, etc. in an efficient and organized manner while meeting deadlines.  The Senior Executive Assistant builds knowledge of the organization, processes and customers while solving a range of straightforward problems.   Position may require regular on-call availability nights and weekends via email and phone for scheduling, travel, and other matters as may be needed.

How you’ll spend your day

• Coordinate extensive executive travel for the two executives, working through different time zones and liaison with individual through global locations.
• Administrative support to include managing MS Outlook (email, calendar management), travel arrangements, expense reporting and team member approvals, preparing drafts of correspondence and presentations, handling mail, and ordering supplies.
• Coordinate and manage high levels of internal and external meetings to ensure all logistics, i.e., conference rooms, venue, telecommunications equipment, catering, etc., and meeting materials are meticulously planned and prepared. In addition, the following is required: preparation presentations, compile reports, document decisions and issue meeting minutes. Perform follow up, as required. 
• Manage confidential information flow within the organization, exercising a high level of discretion.
• Create written content for internal and external social media posts. Support the team with their LinkedIn presence. In addition, back up local support for posting on external sites and internal engagement systems.  
• Maintain effective relationships with internal and external contacts.
• Manage Purchase Orders (POs) and Statements of Work (SOW) 
• Other projects and duties as assigned. 

Your experience and qualifications

Any equivalent combination of education, training, and/or experience that fulfills the requirements of the position will be considered.

 

Required: High School Diploma or equivalent  
Preferred: Bachelor’s Degree’

 

Required:

• Minimum of 10 years of experience in an administrative role, with at least 5 years supporting Senior C-Suite level executives within a corporate environment.
• Experience working in a multi-national organization with calendar management responsibility across multiple time zones and frequent international travel management experience.
• Advanced computer skills required (Microsoft Outlook, Word, Excel, PowerPoint), Concur Travel and Expense, Internet/Intranet and SharePoint. 
• Demonstrates ability to take ownership, initiate and establish priorities, anticipate needs, and handle multiple tasks simultaneously under demanding time constraints, with minimal direction, to deliver on commitments and deadlines.
• Demonstrates ability to anticipate problems and take preventative action, extrapolate from previous experiences to prevent problems before they impact the organization.
• Demonstrates high attention to detail with excellent organization and planning skills along with proven ability to take ownership and drive results.
• Demonstrates strong interpersonal and communication skills (both verbal and written) to effectively work in a team environment and interact positively and respectfully with internal/external contacts at all levels and generate effective and professional business communications.
• Demonstrates willingness to accept new and different tasks and challenges and grow in new areas of responsibility.
• Flexibility to adjust schedule according to business demands.

 

Prefer