Lead Associate, Administrative Services-Research & Development (ORD)

Job Description

The Position

The Lead Administrative Assistant (LAA) is responsible for providing comprehensive administrative, tactical and strategic coordination and office management for the Vice President, Innovation, Strategy and Integration within the Organon Research & Development (ORD) organization.

The LAA will provide intensive support to the Vice President and by extension, the Chief of Staff and the Innovation, Strategy and Integration (ISI) Leadership Team (LT), acting with minimal supervision,  anticipating  needs of VP, Chief of Staff and ISI LT while managing  the  day‐to‐day  workflow  and  prioritizing various projects, which includes scheduling, contact management, preparing materials for meetings, and participating  in a wide range of special projects.  The LAA is responsible for exercising professional judgment in managing the office, with a strong focus on the awareness of the confidential nature of the information flowing in and out of the office. 

Work requires the coordination and performance of multiple tasks while understanding the project principles and technical skills related to own work assignments. Work priorities and activities are accomplished to a high standard with little supervision. Communication skills must be at a level to effectively interact with senior level Organon executives, ORD leaders and internal/external executives and key opinion leaders to maintain workflow. Produces/completes various work assignments requiring advanced analytical ability, independent judgment, creativity and problem-solving skills.

   
Responsibilities

• Collaborate across a matrixed leadership support for the ORD administrative assistants, including building team cohesiveness and driving a culture of continuous learning and network expansion to continuously enhance the level of experience and skills across the ORD administrative assistants.

• Manage multiple tasks and high-level projects while simultaneously managing day-to-day operations of the office.

• Maintain the Vice President’s schedule, including day-to-day and long-term management of meetings, projects, and priorities.

• Schedule all meetings and travel, including prioritizing meetings and communicating all relevant details to participants.

• Collaborate with stakeholders to plan and execute larger organizational conferences and meetings, whether remote or in person (e.g., staff meetings, town halls, regional meetings).

• Balance conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines.

• Ensure Vice President is prepared for upcoming appointments by gathering agendas or materials necessary for each meeting.

• Work with ISI Chief of Staff to collect and assemble information and slide preparation for presentations, projects and strategic planning.

• Serve as the first point of contact for a wide variety of high-level relationships between Vice President and external contacts.

• Facilitate, build and monitor relationships including tracking contacts in database and managing follow-up.

• Handle phone, email and postal mail inquiries and respond appropriately.

• Draft and edit correspondence and PowerPoint presentations.

• Coordinate and manage special projects, including working collaboratively with staff to assure projects meet deadlines.

Required Education, Experience and Skills

• Bachelor's degree or relevant experience in the administrative field.

• Five to eight years' experience in as an executive assistant providing high-level support to management.

• Skilled in all aspects of planning and project management, able to take an idea from concept to completion.

• A self-starter, who can proactively manage priorities and independently resolve workstream priorities and planning.

• Proven organization and time management skills to complete a high volume of varied responsibilities in a fast-paced setting.

• Ability to adjust to constant/changing situations, to manage relationships with others and to maintain professional equipoise are all essential.

• Utilizes analytical skills and a demonstrate broad understanding of the business to effectively interpret and anticipate needs.

• Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction.

• Work effectively without constant and direct supervision or guidance.

• Attention to detail; high level of confidentiality; leadership skills; the ability to exercise initiative, and flexibility.

• Demonstrates flexibility and positive demeanor in the f