Executive Assistant (E)

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The Executive Assistant provides outstanding administrative support to divisional leaders. This position provides organization for constantly evolving business calendars and schedules. The Executive Assistant grows with new challenges and the ability to build an efficient and effective work environment.

Responsibilities:

Function as the interface for multiple executive leadership team members in the Clinical Trials Division. Work with other leaders, customers, and employees to relay the key messages and intentions of the executives.

Lead and maintain multiple executive calendars, including recurring meetings, prioritizing appropriately, and using good judgment in offering solutions to scheduling and meeting challenges.

Coordinate global and domestic travel and multi-stop travel (accommodations, local transportation, and passport/visa requirements). Anticipate travel issues and handle accordingly.

Complete additional administrative tasks including procurement of office supplies, set-up and installation of new technology including phones, computers, etc.

Schedule and coordinate complex meetings. This includes but is not limited to, attendee communications, venue management/coordination, audio/video set-up and management as needed, catering and program material preparation.

Develop the agenda for leadership meetings and quarterly, multiple day meetings while coordinating presenters.

Prepare for customer meetings and host customers on site as needed.

Schedule, review and adjust meetings and calendar efficiently to support executive priorities while ensuring there is time in between meetings for breaks, etc. Maintain recurring meeting schedules in a timely manner. Help executives balance time by handling schedules across weekly/monthly time periods.

Prepare, reconcile, and track expense reporting and reimbursement via online system for executives in alignment with company policies to avoid late fees, excessive cost and ensure compliance. Raise unresolved non-conformances to executive for follow up and resolution.

Create and develop highly professional visual documents and presentations for senior management

Organize and safeguard all highly confidential company files and information

Assist with overflow, assistant back-up coverage and day-to-day tasks and provide support to visiting senior business leaders and other C-suite leaders, as needed

Act as a liaison with other departments and outside organizations

Partner with peers to support office as needed

Complete projects, special assignments, other tasks, and duties as assigned.

Minimum Qualifications:

7+ years of demonstrated ability in a senior administrative role supporting executives with global responsibility

Familiarity with a dynamic and fast-paced global company's operating rhythm and processes

Highly proficient in MS Office (Word, Excel, Outlook and PowerPoint) as well as MS Teams and MS Live

Modify procedures, processes and techniques to align with the department's and team's needs

Excellent organizational, problem-solving and follow-up skills, and the ability to effectively balance multiple priorities while working under little supervision

Executive presence, maturity and judgment, and sound decision-making in order to communicate on an executive level and maintain a high degree of confidentiality

Collaborative with proactive approach; ability to take initiative

Flawless skills managing travel and expense for global multi-currency travel

Effective interpersonal and listening skills, telephone etiquette, outstanding verbal and written communication skills, proofreading skills and attention to detail

Preferred Qualifications:

Bachelor's degree

Working knowledge of Concur