Senior Associate, Administrative Services

Senior Administrative Assistant

The Senior Administrative Assistant (SAA) is responsible for providing comprehensive administrative, tactical and strategic coordination and office management for the Associate Vice President, Clinical Data Sciences within the Organon Research & Development organization. The SAA will also oversee critical initiatives and support the Head of Clinical Data Sciences to address business needs in operations, process improvement, change management, and compliance support, enabling achievement of functional and corporate goals.

The SAA will provide intensive support to the AVP and to the Clinical Data Sciences (CDS) organization, acting with minimal supervision, anticipating the needs of the AVP and CDS Leadership Team (LT) while managing the day-to-day workflow and prioritizing various projects, which includes scheduling, contact management, preparing materials for meetings, and participating in a wide range of special projects. The SAA is responsible for exercising professional judgment in managing the office, with a strong focus on the awareness of the confidential nature of the information flowing in and out of the office.

Work requires the coordination and performance of multiple tasks while understanding the project principles and technical skills related to own work assignments. Work priorities and activities are accomplished to a high standard with little supervision. Communication Skills must be at a level to effectively interact with senior level Organon executives, ORD leaders and internal / external executives and key opinion leaders to maintain workflow. Produces / completes various work assignments requiring advanced analytical ability, independent judgment, creativity and problem solving skills.

Responsibilities

Oversee day-to-day support for the AVP, including proactively managing calendar scheduling both day-to-day and long-term, including scheduling meetings, and booking travel taking into account project timelines and priorities.

Manage multiple tasks and high-level projects while simultaneously managing day-to-day operations of the office.

Based on business priorities, set agendas for regular CDS LT meetings; oversee the smooth running of LT meetings, capture decisions and ensure timely follow-up.

Work with the CDS LT to develop the approach and tactical plan for defining organizational annual objectives and goals, and track progress toward those goals.

Collaborate with stakeholders to plan and execute larger organizational conferences and meetings, whether remote or in person (e.g., staff meetings, town halls, regional meetings).

Collect and assemble information, and prepare slides for presentations, special projects and strategic planning.

Plan content and oversee logistics for professional development workshops and team-building events.

Provide operational support for knowledge management activities, including development of role-based curricula and new hire onboarding.

Assist in preparing annual budget and managing day-to-day tracking of budget for CDS.

Assist AVP in preparing for upcoming appointments by gathering agendas or materials, as necessary

Facilitate, build and monitor relationships with external stakeholders, including tracking contacts in database and managing follow-up.

Handle phone, email and postal mail inquiries and respond appropriately with proactive follow-up.

Required Education, Experience and Skills

Bachelor's degree or relevant experience in the administrative field.

Five to eight years' experience as an executive assistant providing high-level support to management.

Skilled in planning and project management, able to take an idea from concept to completion.

A self-starter who can proactively manage priorities, exhibit sound judgement and independently resolve workstream priorities and planning.

Proven organizational, problem-solving, and time management skills to complete a high volume of varied responsibilities in a fast-paced setting.

Ability to adjust to constant / changing situations, to manage relationships with others and to communicate with a high level of professionalism.

Able to balance conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines.

Utilizes analytical skills and demonstrate broad understanding of the business to effectively interpret and anticipate needs.

Attention to detail; high level of confidentiality; leadership skills; the ability to exercise initiative, make sound decisions, and understand limitations.

Eager to acquire proficiency in and teach others about new technology or organizational change initiatives.

Excellent verbal and written communication skills and the ability to influence without authority.

Excellent relationship builder; discretion, and diplomacy with all internal and external stakeholders with demonstrated ability to maintain confidential / sensitive information.

Proficient in all MS Office applications including, Word, Excel, PowerPoint.

Prompt responsiveness and anticipatory proactivity for calendar and administrative requests.