Executive Administrative Assistant

Executive Administrative Assistant

We are searching for the best talent for an Executive Administrative Assistant. This hybrid role will be in Springhouse, PA.

About Immunology

Our expertise in Innovative Medicine is informed and inspired by patients, whose insights fuel our science-based advancements. Visionaries like you work on teams that save lives by developing the medicines of tomorrow.

Our Immunology team leads in the development of transformational medicines for immunological disorders and illnesses. You can influence where medicine is going by restoring health to millions of people living with immune diseases.

Join us in developing treatments, finding cures, and pioneering the path from lab to life while championing patients every step of the way.

Main Activities:

• Manages complex calendars with a high volume of meeting requests, prioritizes competing demands, and resolves scheduling conflicts.
• Organizes and coordinates internal, external, and departmental meetings, including Global Committees and GRA-related meetings, by managing logistics such as invitations, locations, and speaker coordination.
• Coordinates SLT and Refresh Governance meetings, including preparation meetings, participant coordination, and presenter logistics.
• Coordinates domestic and international travel, processes visa applications, and prepares detailed itineraries for executives.
• Prepare expense reports and reconcile credit card and meeting card accounts on a monthly basis.
• Provides administrative support for projects, departments, leaders, and employees, ensuring timely coordination of activities and processes.
• Serves as a liaison for directors and VP-level leaders, helping manage priorities and streamline communication.
• Maintains complex files and records for VP-level leaders and directors.
• Develop presentations and supporting materials within area of responsibility.
• Maintains organizational charts and distribution lists.
• Maintains proficiency with relevant systems and collaboration tools and serves as a resource for team members as needed.

Essential Duties:

• Manages departmental purchasing activities, including office supplies and IT peripherals.
• Performs administrative transactions in business systems, including HR, training, timekeeping, and sourcing tools.
• Supports recruitment, onboarding, and offboarding activities for employees and contractors, including interview coordination.
• Handles correspondence and communications on behalf of VP-level leaders and directors.
• Drafts and supports implementation of internal and external communications, templates, and instructions.
• Participates in departmental meetings and committees, tracks follow-up actions, and communicates updates as requested.
• Maintains department SharePoint sites and related content.
• Supports departmental financial administration, including budget meeting coordination, purchase order processing, expense tracking, and reporting.

Performance Measurements:

• Demonstrates sound judgment, strong prioritization, and attention to detail in managing assignments.
• Builds effective partnerships and proactively supports leaders with coordination, timelines, and follow-up.
• Prepares and coordinates leadership and governance meetings so they run efficiently and enable effective follow-up.
• Maintains current knowledge in relevant areas and takes ownership of professional development.

Qualifications:

• High school diploma required; associate's or bachelor's degree preferred.
• A minimum of 6 years of administrative support experience is required.
• Ability to handle sensitive and confidential information with discretion and sound judgment.
• Ability to adapt to changing priorities and work resourcefully in a fast-paced environment.
• Strong proficiency in Microsoft Office applications, collaboration tools, and department-specific systems.
• Strong understanding of departmental processes, organizational structure, and internal networks.
• Excellent written and verbal communication skills in English is required.