Executive Assistant - IT

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 Executive Assistant performs a variety of highly complex administrative duties and supports three Vice Presidents within our Global IT Team. This support includes but is not limited to: scheduling and calendar management, expense reporting, international travel planning and preparing presentations – all executed in an efficient and organized manner to meet deadlines. The Executive Assistant will develop a strong understanding of the organization’s structure, processes, and key stakeholders, allowing them to solve a range of straightforward problems effectively.  Flexibility to adjust schedules based on business demands, along with strong time management and organizational skills is essential.

 

Location: This is a hybrid position based in Parsippany, NJ.

How you’ll spend your day

• The Executive Assistant will provide comprehensive administrative support, including managing complex calendars, assisting with and resolving scheduling restraints, handling emails, ordering supplies, coordinating travel arrangements, managing expense reports and preparing spreadsheets and presentations.
• 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.
• Coordinate extensive travel with key stakeholders globally, working through different time zones and liaison with colleagues in multiple international locations.
• Manage confidential information flow within the organization, exercising a high level of discretion.
• Resolve routine and non-routine inquiries, filtering and managing requests, providing information through independent research and use of internal/external resources.
• Prepare and review materials and correspondence for meetings and/or events, developing agendas, compiling reports, creating meeting minutes and presentations.
• Maintain effective relationships with internal and external contacts.
• Act as a custodian of corporate documents and records.
• Ability to provide back up support to the CIO’s assistant as needed, demonstrating flexibility, adaptability, and a comprehensive understanding of executive support functions.
• Additional tasks and projects as requested.

Your experience and qualifications

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

 

• Minimum 10 years’ experience in an administrative support role for executives in a global environment.
• A minimum of 5 years supporting c-suite level executive within a corporate environment is strongly preferred.
• Prior experience in the pharmaceutical industry preferred.
• Advanced computer skills required (Microsoft Outlook, Word, Excel, PowerPoint), Concur Travel and Expense, Internet/Intranet, SharePoint, SAP, Concur, Ariba.
• Demonstrates ability to take ownership, initiate and establish priorities, anticipate needs, and handle multiple tasks simultaneously under demanding time constraints, with minimal direction, in order 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 manage confidential matters by taking ownership and drive results.
• Demonstrates strong interpersonal and communication skills (both verbal and written) to effectively work in a matrix and global 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.
• Strong time management and calendar organization skills are required.

Enjoy a more rewarding choice