Sr. Assoc, Administrative Services

Job Description

Senior Associate, Administrative Services, Executive Communications

Overview

At our company, we use the power of leading-edge science to save and improve lives around the world – that is our purpose. We are seeking a talented and motivated Senior Associate, Administrative Services, Executive Communications, to support the Executive Director, Executive Communications. This is an ideal position for a career executive assistant who works well under pressure with high visibility, is a self-starter, is passionate about delivering strategic value and wants to work in a dynamic, fast-moving, collaborative environment.  

This position requires initiative, high attention to detail and the ability to learn quickly with a demonstrated ability and willingness to continuously acquire new competencies. It also requires good judgement, confidentiality, strong work ethic, a high degree of accountability, excellent organizational and computer skills, and teamwork.

This role is part of the Corporate Affairs organization, where everyone plays a strategic role in helping our company deliver value and drive results that contribute to our company’s success.

Location/commute

• This role is based at our headquarters site in Rahway (NJ, USA).

• We offer a hybrid setup {combination of an in-office (3 days) & remote/offsite (2 days)}.

• This position cannot be 100% remote.

Primary responsibilities

• Manage executive’s calendar and conserve executive’s time by using discretion in setting up and accepting appointments (particularly important during earnings period and key milestones); gather pre-reads and background information when appropriate.

• Organize and coordinate meetings and teleconferences. Handle and route critical communications from key external and internal stakeholders. Assist in agenda creation and provide meeting minutes when requested. Gather and organize meeting materials in advance. Reserve conference rooms and coordinate with appropriate departments for room-setups, audio-visual needs, security, catering, etc.

• Handle logistics and assist with planning for quarterly town hall meetings, off-site and special purpose meetings and events.

• Receive external visitors and ensure they are properly escorted at all times.

• Handle incoming requests and proactively take care of any routine matters and other requests that can be dealt with by the executive assistant.

• Sort and review correspondence on a daily basis. Organize and maintain a filing system in accordance with policy. Process potential adverse event information in accordance with required timelines and established policies.

• Schedule and coordinate complex domestic and international travel; create detailed itineraries and adjust in real time as necessary.

• Manage expense reporting, purchasing and budgeting for the executive’s team.

• Assist with providing approval for resources, accounts, travel, invoices and escalate to management as needed.

• Partner and collaborate with other executive assistants within the department and broader organization on a regular basis.

• Assist with other responsibilities and special projects as needed.

Education minimum requirements

•  High School Diploma or Equivalent

Required experience and skills

• Minimum 10 years administrative experience with at least 5 years supporting executive-level leaders.

• Ability to work under pressure with little or no supervision to handle multiple tasks, as well as demonstrate accuracy and attention to detail.

• Ability to handle sensitive data with discretion and confidentiality.

• Organized and able to prioritize and coordinate multiple work activities with demonstrated ability to meet deadlines.

• Excellent communication skills with the ability to effectively interact with individuals across multiple functions and at all levels of the organization to drive results.

• Forward-thinker, who actively seeks opportunities and proposes solutions.

• Proficiency in using MS Office Suite (Outlook, Word, Excel, PowerPoint, OneNote, Teams).

• Proficiency with SAP, Workday, Ariba or related software programs preferred.

#MSJR

Under New York City, Colorado State, Washington State, and California State law, the Company is required to provide a reasonable estimate of the salary range for this job. Final determinations with respect to salary will take into account a number of factors, which may include, but not be limited to the pri