Sr Executive Assistant

The opportunity

The Sr Executive Assistant reports directly to the Senior Vice President US Generics. This role provides critical administrative and project-related support to the US Generics Leadership Team, who have the responsibility for driving the US Generics Business Unit’s results.

In addition to providing customary administrative support, which includes managing calendars, booking travel, preparing expense reports, and managing time-keeping systems, the Sr Executive Assistant will participate in and design critical business workflows.

Those workflows include but are not limited to developing and monitoring third party statements of work and planning and aligning the execution of critical US Generics activities.

Work is primarily achieved by individual or through project teams by working under close / general supervision.

The Executive Assistant must be comfortable working in a fast-paced and continuously changing organization that requires all employees to adapt quickly to new demands and tasks that arise in the moment.

The ideal individual will have the ability to work independently on projects, from conception to completion, and must be able to professionally work under pressure to handle a wide variety of tasks or activities by multitasking and prioritizing.

Location : This is a hybrid role (3 days / week in office) based in our Parsippany, NJ office

How you’ll spend your day

All areas of responsibility listed below are essential to the satisfactory performance of this position by any incumbents with reasonable accommodation if necessary.

Any non-essential functions are assumed to be included in other related duties or assignments.

• Cross collaboration with US Generics Leadership Team members and with project coordinators and senior administrative assistants supporting the US Leadership Team
• Responsible for maintaining processes and coordinating essential workflows that lead to the efficient and effective operations of the functional groups reporting into the SVP US Generics.
• Creation of US Generics operational meeting agendas and action items tracking
• Coordinating off-site leadership strategy meetings
• Coordinating calendar, timing, and distribution of US Generics communications
• Manage project coordination of vendor work order management with Procurement and US Generics team
• Responsible for preparing expense reports and supporting travel bookings for members of the US Generics Leadership Team members, as required
• Responsible for supporting the preparation of and managing the Leadership Team annual calendar
• Work with Facilities Management, IT, and Human Resources to help ensure that new employees are brought on-board the organization in a smooth, efficient manner

Your experience and qualifications

Any equivalent combination of education, training and / or experience that fulfills the requirements of the position will be considered.

Education / Certification / Experience :

• High School diploma or GED is required. Associates or Bachelors is preferred
• Experience required : Minimum 2 years’ experience in an administrative assistant or related role in a fast paced, business environment (pharmaceutical industry a plus)
• Project management experience preferred
• Experience with SharePoint, Microsoft Suite of software preferred; SAP and ADP familiarity a plus

Skills / Knowledge / Abilities :

• Basic skill level in MS Office including proficiency in Word, OneNote, Excel and Outlook
• Proficient skill level in Microsoft PowerPoint highly preferred
• Basic knowledge of teleconference and videoconference services
• Excellent verbal, written, organizational and interpersonal skills required to reflect ability to perform and prioritize multiple tasks seamlessly with tremendous attention to detail
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Highly resourceful team-player, with the ability to also be extremely effective independently

TRAVEL REQUIREMENTS

Approximately 5-10% domestic travel.

PHYSICAL REQUIREMENTS :

Occasional :

Sitting for extended periods of time at work station or mobile equipment.

Visual Acuity :

Perform activities such as computer work, preparing and analyzing data, and extensive reading.

WORKING ENVIRONMENT

May be required to wear personal protective equipment (PPE) as needed on site visits (i.e. safety glasses, hearing protection, gloves, etc.).

Enjoy a more rewarding choice

We offer a competitive benefits package, including :

• Comprehensive Health Insurance : Medical, Dental, Vision, and Prescription coverage starting on the first day of employment, providing the employee enrolls.
• Retirement Savings : 401(k) with employer match, up to 6% and an annual 3.75% Defined Contribution to the 401k plan.
• Time Off : Paid Time Off including vacation, sick / safe time, caretaker time, 13 paid Holidays and 3 paid floating holidays.
• Life and Disability Protection : Company paid Life and Disability insurance.
• Additional benefits include, but are not limited to, Employee Assistance Program, Employee Stock Purchase Plan, Tuition Assistance, Flexible Spending Accounts, Health Savings Account, Life Style Spending Account, Volunteer Time Off, Paid Parental Leave, if eligible , Family Building Benefits, Virtual Physical Therapy, Accident, Critical Illness and Hospital Indemnity Insurances, Identity Theft Protection, Legal Plan, Voluntary Life Insurance and Long Term Disability and more.
6 days ago