Executive Assistant Global Market Access

Global Market Access Executive Assistant

The Global Market Access Executive Assistant is primarily responsible for managing and providing administrative support to the Senior Vice President, Global Market Access, and their direct support team.

Responsibilities include, but are not limited to, heavy calendar management, coordination of in-house and offsite meetings (sourcing, planning, execution), expense reconciliation, and arranging US and international travel. The Executive Assistant should exercise considerable judgment and initiative with the ability to influence stakeholders and understand key relationships, while ensuring sensitive data is held in strict confidence.

A typical day might look like this:

• Proactively manage calendar for the SVP using a thorough understanding of department and leadership priorities. Ability to anticipate the needs of leadership and their teams to manage and problem solve when scheduling conflicts occur.
• Arrange and coordinate travel logistics for the SVP which may include conference registrations, travel and meeting itineraries, air, hotel and ground transportation, along with reconciling corresponding expense reports.
• Occasional domestic travel in support of the annual National Meeting, brand planning meetings, and various department team builders may be required.
• Responsible for on and offsite meeting planning, including catering, rooming lists, audio visual requests, and team builders, while ensuring adherence to budgetary guidelines.
• Work closely with our external collaborators to coordinate meetings and events.
• Demonstrates a working knowledge of company policies, procedures, resources and where to find them.
• Implements a highly organized and efficient administrative workflow. Identifies, develops, and/or supports administrative process improvements.
• Process and submit purchase requisitions and enter SOW, CDA, MSA information into the contract management system including onboarding new vendors. Track requisitions approval status and assignment of purchase orders and ensure alignment with department budget.
• Manage the ABAC Risk Assessment Platform for due diligence of new vendors - InfoSec, SSP New Supplier Intake.
• Responsible for collaborating with Strategic Sourcing and Procurement to manage and negotiate contracts, entering and adhering to budgetary guidelines for off-site meetings, team builders and events.
• Reconcile expenses for the SVP as well as expenses incurred for offsite meetings and department purchasing card.
• Complete visitor pre-registration and provide internet access for attendees. Meet, greet, and escort guests to conference rooms.
• Onboard new, in-house employees (including ordering preferred laptop and peripherals, seat assignment, supplies).
• Any other ad hoc administrative assignments such as ordering birth/bereavement gifts, holiday field and inhouse gifts.

This role may be a fit for you if you:

• You are a collaborative teammate with proficient written and verbal communication skills, actively listens and builds relationships, demonstrates effective customer service, exhibits high attention to detail, has ability to interact with all levels of employees and maintain confidentiality.
• You demonstrate strong initiative and drive to complete tasks, enjoy working independently and within teams on multiple tasks or projects simultaneously.
• You anticipate and proactively adjust for challenges and roadblocks, understanding how/when to provide feedback and when to escalate to the right people.
• Demonstrates strong organizational skills and ability to understand Commercial Business Unit priorities.
• Adaptive learner who can shift gears with ease and make good decisions during change or ambiguity.
• Exercises good judgement and be willing to go above and beyond; takes initiative.
• Proficiency in MS Office is necessary. Knowledge in SharePoint, Concur, Oracle, iCertis and MS Teams are preferred but not required.

This role requires an Associate or BA/BS, with BA strongly preferred. Minimum of 5-10 years of relevant administrative experience in a fast-paced environment. Collaborative team player with excellent oral and written communication skills. Advanced organizational skills with demonstrated attention to detail. Ability to learn new technologies and systems quickly and easily. Proficient in all MS Office applications.