Primarily Remote EA to CEO

Job Description

A global biopharma company founded in 2003 that develops and sells drugs for serious and rare diseases is looking for an Executive Assistant to support the new CEO. The company has headquarters in Dublin, US offices in Palo Alto, Carlsbad and Philadelphia. The firm has a mission-driven culture and was founded with the purpose of helping others. The new CEO was promoted internally and is carrying on the same goal. The role is primarily remote and will meet in person in Carlsbad about once a month. There is a national meeting once a year for a week in the US that the EA will attend.

About the Job:

• Strategic Calendaring: Manage the CEO’s schedule efficiently and strategically, applying critical thinking to protect time for shifting priorities and meeting preparation, including external board obligations. Schedule Executive Committee meetings (weekly, monthly, and quarterly), Board meetings, and Board committee meetings.
• CEO Meeting Readiness: Anticipate and coordinate all aspects of meeting preparation, including clarifying objectives, protecting meeting preparation time, confirming logistics, and partnering with the Chief of Staff to secure pre-reads and briefing materials, ensuring the CEO is fully prepared for every meeting and engagement.
• Executive Communications and Follow-Through: Triage requests and correspondence directed to the CEO, identify matters requiring immediate attention, coordinate timely responses with appropriate partners, and record the CEO’s commitments and follow-up actions in the team’s tracking system (Microsoft To Do).
• Coordination: Coordinate with designated contacts to ensure relevant business travel and commitments are reflected across the CEO’s calendars and, on occasion, assist with scheduling adjustments necessitated by changing business priorities.
• Global Travel Planning: Prepare detailed itineraries and coordinate all aspects of domestic and international travel, including airfare, hotels, car services, and office or desk space at Jazz locations for the CEO and Chief of Staff. Support the Chief of Staff in identifying and coordinating meaningful in-person connections between the CEO and employees while traveling.
• Board Meeting and Director Support: Partner with the Director of Operations and third-party providers to support Board director travel, lodging, dinner reservations, and expense reimbursement. Coordinate meeting availability and communications with directors and their executive assistants and provide scheduling and travel support as needed.
• Board Content: Support the upload and organization of Board meeting materials, including managing document permissions and uploading and linking approved materials, as appropriate.
• Expense Management: Prepare and submit expense reports for the CEO and Chief of Staff within the 30-day period required by policy. Follow up with the CEO’s direct reports regarding aging, unsubmitted transactions.
• Procurement Management: Manage the end-to-end process for relevant purchase requisitions, purchase orders, statements of work, check requests, and invoice submission and approval for the Office of the CEO.
• Organizational Maintenance: Maintain organizational charts, email distribution lists, and other team resources for the Office of the CEO.
• Collaboration: Partner closely with the Chief of Staff and Director of Operations, as well as administrative and Global Workplace professionals across sites and time zones, to provide consistent global support for Executive Committee meetings and other Office of the CEO priorities.
• Team Management: Maintain and actively use team organization and workflow tools, including OneNote and Microsoft To Do.
• Travel Expectations: Travel to up to six meetings per year, potentially including international travel, to support the CEO and the broader Office of the CEO.
• Team Support: Provide backup support to other members of the Office of the CEO, as needed.
• Prioritization: Distinguishes the most important and time-sensitive matters, manages competing demands, and continually seeks to protect and create time for the CEO’s highest-value priorities.

About You:

• Minimum of 10 years of professional experience in a C-suite or senior-level administrative role supporting one or more senior executives.
• Ability to thrive in a fast-paced environment; experience in a biotechnology or pharmaceutical company is preferred.
• Experience working in an international organization.
• Ability to prioritize and manage multiple tasks, work effectively with little or no direction, and build collaborative relationships with leaders, partners, and peers.
• Self-starter who is resourceful, leverages networks, proactively seeks information, and solves problems effectively.
• Ability to work, collaborate, and communicate effectively in remote and hybrid environments.
• Ability to provide flexible support across global time zones and, when business needs require, outside standard working hours.
• Effective written and oral communication skills.
• Strong interpersonal and facilitation skills, with the ability to interact with Board members and executives with ease.
• Strong self-awareness and commitment to ongoing development to increase autonomy and proactivity in the role.
• Ability to work in a highly energetic, flexible, and fast-paced environment.
• Project management skills or certification preferred.
• College degree strongly preferred.
• Proven proficiency in Microsoft Outlook, Teams, Word, Excel, OneNote, PowerPoint, and Zoom
• Living within commuting distance of a Jazz U.S. office: Philadelphia, PA; Carlsbad, CA; or Palo Alto, CA is required and being able to work onsite as business needs require.

Salary, Bonus, Equity, Benefits (medical, dental vision), 401K, Paid Vacation, Laptop Provided, Phone Allowance, Equity upon hire – vested after 4 years. In addition to vacation time company is closed one week in August and Christmas to New Year’s.

Hours: 8am-5pm (may vary depending on where the CEO is)