Executive Assistant

Executive Assistant

CSL Seqirus is a leading global vaccine company, dedicated to advancing and protecting public health. We are seeking an experienced Executive Assistant to provide high quality, proactive, and confidential executive support to the Executive Vice President/General Manager of Seqirus and aligned Vice President within the Global Commercial Strategy & Planning function. This role serves as a trusted partner, ensuring the efficient execution of executive priorities through expert calendar management, global coordination, travel planning, meeting facilitation, and operational support. The successful candidate will operate independently in a fast-paced, global environment, anticipating needs, managing competing priorities, and exercising exceptional judgment, discretion, and professionalism.

This is a hybrid position which requires three days per week onsite in Summit, NJ.

Key Responsibilities:

• Provide end-to-end, high-quality executive assistance to the EVP, anticipating needs and proactively resolving issues before they arise
• Act as a thought partner to the EVP on workflow, prioritization, and time management
• Coordinate with senior leaders, Executive Assistants, and DSL / Strategy / HR / Finance partners to enable effective decision-making
• Handle sensitive and confidential information with the highest degree of discretion and integrity
• Act as a key liaison across global leadership, functional teams and external stakeholders
• Anticipate needs and proactively manage priorities, actions and follow-ups
• Responsible for researching, budgeting, organizing/coordinating events, leadership meetings and offsites
• Screening, inquiries and requests & handle when appropriate
• Assist with appropriate planning to ensure optimum time utilization and all routine requirements are met under tight deadlines
• Follow up on outstanding matters on behalf of the EVP/VP
• Produce, presentations and reports as required, including monthly Seqirus Leadership Team, Global Leadership Team and relevant Board reports
• Responsible for hospitality preparation
• Organize meetings, attending as required taking minutes and ensuring prompt distribution
• Enhances department and organization reputation by accepting ownership for accomplishing new and different requests by exploring opportunities to add value to job accomplishments

Calendar, Email Inbox & Meeting Management:

• Responsible for maintaining complex global calendars across multiple time zones balancing competing priorities
• Exercise independent judgement in scheduling, rescheduling and prioritization
• Arranges all aspects of weekly, monthly or annual meetings of various complexity and size
• Prepares and distribute agendas, materials and pre-reads as needed
• Prepares any requested documents for EVP/VP
• Provides document support for presentations/meetings; assists in the creation of slides, charts, graphics
• Capture and track meeting outcomes, decisions and actions as needed
• Manages email inbox in line with EVP requests

Travel & Expense Management:

• Coordinate complex global travel arrangements
• Proactively manage travel risks, changes and logistics
• Generates detailed itineraries, including arranging visitor offices and coordinating office support needs in global locations
• Manage and reconcile expense reports, invoices, financial documents, check requests and invoice processing in compliance with policy

Financial & Administrative Processes:

• Manage purchase requisitions, supplier onboarding and invoice processing in line with procurement to pay (P2P) processes
• Track budgets related to events, travel and administrative spend
• Ensure compliance with financial and procurement policies

Collaborate with the EA network globally to ensure alignment and coverage. Support onboarding of new team members and coordination of team logistics. Other job duties that may be assigned from time to time.

Accountabilities:

• Provides high-impact executive support to senior leadership (EVP/EVP level)
• Operates with minimal supervision, handling ambiguous and complex situations
• Responsible for ensuring efficient executive operations and workflow management
• May informally guide or coordinate work of other administrative staff

Impact/Influence/Liaison:

• Significant interaction with global senior stakeholders, both internal and external
• Acts as a representative of the executive office, influencing outcomes through coordination and communication
• Identifies and implements process improvements and efficiencies
• Manages sensitive and confidential information with discretion and sound judgment

Key Relationships:

• Executive Vice President (primary client)
• Executive Leadership Team members (EVP/VP level)
• EA community and senior leadership offices
• HR, Finance, Strategy, Legal, Communications
• Consultants
• Vendor and service providers

Decision Making:

• Exercises independent judgment in prioritization, scheduling, and problem-solving
• Makes decisions on behalf of executives within defined parameters
• Escalates complex or high-risk issues appropriately
• Proactively resolves conflicts and adapts to changing priorities

Innovation:

• Actively identifies and drives process improvements and administrative efficiencies
• Leverages tools and systems to enhance productivity and collaboration
• Contributes to best practices across the EA community

Knowledge, Skills & Competencies:

• Extensive Executive Assistant experience supporting senior executives (SVP/EVP level preferred)
• Strong organizational, prioritization, and multitasking skills in a global environment
• Advanced proficiency in Microsoft Office (PowerPoint, Excel, Outlook)
• Excellent communication and stakeholder management skills
• High level of discretion, professionalism, and business acumen
• Ability to work independently and proactively in a fast-paced environment
• Experience managing complex global logistics and executive-level deliverables
• Able to build close working relationships with Execs and understand/work with culture and politics of the organization
• Ability to maintain strictest confidentiality and discretion
• Ability to be a positive role model throughout the company exhibiting the CSL/Seqirus values
• Willingness to take on a variety of tasks and demonstrate a flexible approach in assisting others when required
• Anticipates needs and potential obstacles
• Familiarity with pharmaceutical industry a plus

Minimum Experience & Requirements:

• High School Degree; Associates or Bachelor's degree preferred
• 7 years of administrative experience required
• Familiarity with biotechnology/pharmaceutical industry preferred
• Equivalent combination of education and experience considered

The expected hourly rate range for this position is $46.15 - $54.81. Please note this hourly rate range reflects the minimum and maximum hourly pay that CSL expects to pay for this position at the listed location as of the time of this posting. Individual hourly rate for a successful candidate is determined by qualifications, skill level, experience, competencies, and other relevant factors.