Executive Administrator

Prominent Pharma Company

Education:
Associates Degree or Bachelor’s degree required.

Duties:

Provide administrative support to the Executive Vice President of Human Resources & Administration. Provides support for confidential letters, memos, reports, spreadsheets, overheads, presentations etc. Independently manages calendar and schedules appointments.

• Screens and responds to email, telephone and personal inquiries; identifies sensitive issues and routes to appropriate individual.

• Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings.

• Prepares logistics for meetings.

• Maintains and tracks reporting as required.

• Organizes and maintains files.

• Processes and manages PO’s and invoices.

• Completes expense reports.

• Provides support to budget process (inputs data, tracks expenses, etc.).

• Maintains confidentiality on all sensitive matters.

• Interacts with Executives’ department heads and other internal and external contacts.

• Works on adhoc projects and other duties in functional areas as needed.

Skills:

10+ years previous administrative experience with 5+ years experience supporting Executive level is required. A thorough knowledge of word-processing and standard office equipment such as photocopier, facsimile machine, printers etc. is required. Must have advanced skills with MS Word, Excel, PowerPoint and Outlook.

Must have strong ability to exercise sound judgment and professional maturity.

Previous experience working with confidential data and sensitive information is required.

Complexity
Must be able to handle a high volume, fast-paced environment. Must have an ability to prioritize workflow within set protocols and procedures; individual must be capable of working on many issues simultaneously and be detailed oriented. Must demonstrate understanding and support of HR and corporate guidelines and policies. Minimum typing speed 55 wpm.

Personal Contacts
Must be able to work cooperatively as a team member. Requires excellent interpersonal and communication skills (both verbal and written). Ability to interact with internal and external contacts at all levels of management including Executives and Senior Management.

Confidential Data:
Maintaining confidentiality is a critical factor in this role. All information (written, verbal, electronic, etc.) that an employee encounters while working at Sepracor is considered confidential.

Mental/Physical Requirements: Fast paced office environment handling multiple demands. Must be able to exercise appropriate judgment as necessary. Requires a high level of initiative and independence. Excellent written and oral communication skills required. Requires ability to use a personal computer for extended periods of time.

Additional Requirements: Work hours may include meetings schedule outside of normal working hours. Demands during peak times may require work hours outside of normal working hours.

All your information will be kept confidential according to EEO guidelines.