Executive Assistant
Princeton, New Jersey, United States
Job Summary
Occupation
Clerical and Administrative
Specialty
Executive Assistant
Location
08648, Lawrence Township, New Jersey, United States
Visa Sponsorship
No
Job Description
Last Update:
1/11/24
This is a Hybrid Role, 50% on-site
Summary:
We are looking for an executive assistant to be the supportive force that empowers the senior leadership of our team.
The responsibilities are split 40:40 to support both Executive Directors (one based in Central Europe; one based on US East Coast) as well as 20% to support broader team effectiveness. The ideal person for the job brings agility and foresight, is a proactive coordinator with exceptional communication skills and a meticulous attention to detail, and values kindness, joy and team spirit.
What are the objectives of the role
Provide support to the two Executive Directors (EDs) to ensure the leadership team works efficiently, organizational goals and team objectives are accomplished, and operations run efficiently
Maintain and refine internal processes, coordinating internal and external resources to expedite workflow
Anticipate operational challenges before they arise, and help resolve problems when they do arise
Manage communication with other business units and global offices, liaising with internal and external constituents on various projects and tasks
Plan and orchestrate work to ensure the executives priorities are met, organizational goals are achieved, and best practices are upheld
What are the daily duties and routines (but not limited to)
Manage professional scheduling for EDs, including agendas, mail, email, calls, travel arrangements, client management, and other company Transportation and Logistics
Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to EDs
Manage, coordinate, and arrange EDs travel and event-related activities, including hotel booking, transportation, meeting briefings, event material preparation
Perform administrative and office support, such spreadsheet creation, maintenance of filing system and contact database
Manage EDs travel expenses using Concur
Assist in the preparation of presentations using MS PowerPoint
Place and track SAP/Ariba requisitions as needed
Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
Organize team communications, coordinate team meetings, follow-up on action items and plan team events
What you bring to be successful
Superb written and verbal communication skills
Strong time-management skills and the ability to organize and coordinate multiple projects at once and across continents/timezones
Proficiency in Microsoft Suite (specifically Excel, Outlook, SharePoint and PowerPoint)
Familiarity with Concur, Ariba and other office productivity tools, with aptitude to learn new software and systems
Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
Experience developing internal processes
Why should you join us
Were a new team of under 10 people. You will profoundly impact the teams work in the coming years and be part of the foundation of who we are and what we do.
Youre helping patients prevail over serious diseases. Access to health and health equity is a central pillar of a just society.
You will help push our organization to discover, develop and deliver innovative medicines that serve all.
We care about each other. At our core, we function as an intact creative group.
The best creative groups are not just the sum of their individual paths but the sum of their shared experience.
Job Type: Full-time
Salary: $46.00 - $46.98 per hour
Benefits:
401(k)
Dental insurance
Schedule:
8 hour shift
Day shift
Monday to Friday
Ability to commute/relocate:
San Diego, CA 92121: Reliably commute or planning to relocate before starting work (Required)
Work Location: One location
Speak with the employer+91 [Register to View]
Summary:
We are looking for an executive assistant to be the supportive force that empowers the senior leadership of our team.
The responsibilities are split 40:40 to support both Executive Directors (one based in Central Europe; one based on US East Coast) as well as 20% to support broader team effectiveness. The ideal person for the job brings agility and foresight, is a proactive coordinator with exceptional communication skills and a meticulous attention to detail, and values kindness, joy and team spirit.
What are the objectives of the role
Provide support to the two Executive Directors (EDs) to ensure the leadership team works efficiently, organizational goals and team objectives are accomplished, and operations run efficiently
Maintain and refine internal processes, coordinating internal and external resources to expedite workflow
Anticipate operational challenges before they arise, and help resolve problems when they do arise
Manage communication with other business units and global offices, liaising with internal and external constituents on various projects and tasks
Plan and orchestrate work to ensure the executives priorities are met, organizational goals are achieved, and best practices are upheld
What are the daily duties and routines (but not limited to)
Manage professional scheduling for EDs, including agendas, mail, email, calls, travel arrangements, client management, and other company Transportation and Logistics
Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to EDs
Manage, coordinate, and arrange EDs travel and event-related activities, including hotel booking, transportation, meeting briefings, event material preparation
Perform administrative and office support, such spreadsheet creation, maintenance of filing system and contact database
Manage EDs travel expenses using Concur
Assist in the preparation of presentations using MS PowerPoint
Place and track SAP/Ariba requisitions as needed
Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
Organize team communications, coordinate team meetings, follow-up on action items and plan team events
What you bring to be successful
Superb written and verbal communication skills
Strong time-management skills and the ability to organize and coordinate multiple projects at once and across continents/timezones
Proficiency in Microsoft Suite (specifically Excel, Outlook, SharePoint and PowerPoint)
Familiarity with Concur, Ariba and other office productivity tools, with aptitude to learn new software and systems
Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
Experience developing internal processes
Why should you join us
Were a new team of under 10 people. You will profoundly impact the teams work in the coming years and be part of the foundation of who we are and what we do.
Youre helping patients prevail over serious diseases. Access to health and health equity is a central pillar of a just society.
You will help push our organization to discover, develop and deliver innovative medicines that serve all.
We care about each other. At our core, we function as an intact creative group.
The best creative groups are not just the sum of their individual paths but the sum of their shared experience.
Job Type: Full-time
Salary: $46.00 - $46.98 per hour
Benefits:
401(k)
Dental insurance
Schedule:
8 hour shift
Day shift
Monday to Friday
Ability to commute/relocate:
San Diego, CA 92121: Reliably commute or planning to relocate before starting work (Required)
Work Location: One location
Speak with the employer+91 [Register to View]