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Executive Administrator

2 months ago

Boulder, United States CORDEN PHARMA BOULDER INC Full time
Job DescriptionJob DescriptionEQUAL OPPORTUNITY EMPLOYER

Corden Pharma provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Corden Pharma embraces fair hiring practices.


CordenPharma is a leading full-service contract development and manufacturing organization (CDMO) of active pharmaceutical ingredients (APIs), excipients, and pharmaceuticals Drug Products (DP) and packaging capabilities with > 2,600 employees across the world. Our services enable pharmaceutical and biotech companies to manufacture medicines with the ultimate goal of improving people’s lives.

Our network in Europe and the U.S. offers flexible and specialized solutions across five technology platforms: Peptides, Lipids, & Carbohydrates; Injectables; Highly Potent & Oncology; and Small Molecules. We strive for excellence in supporting this network and are committed to providing the highest quality products for the well-being of patients.

SUMMARY

Provides administrative support and business details for the President. Handles matters of a confidential nature. Provides support in other areas as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Includes the following. Other duties may be assigned.

  • Assist directors with meeting schedules and calendar resolutions; act as a gatekeeper while prioritizing sensitive matters

  • Prepare and analyze monthly management corporate reports, including formatting, editing, and compiling department data to ensure timely submittal

  • Organize schedules for Leadership Team (LT); Project Management (PM); Human Resources (HR); Development, Safety, Health, and Environment (SHE); Operational Excellence (OppEx); and Quality training, audits, site visits, interviews, and regulatory inspections

  • Collaborate with internal departments, key account managers, and external clients

  • Greet visitors, manage badge access for external employees, organize Smartsheet and Site Visitor Calendars, reserve conference rooms, coordinate safety videos, and order promotional items

  • Assist with PowerPoint presentations and agendas for customer meetings, site visits, quarterly town hall meetings, company business reviews, and site manager meetings

  • Compile and issue report status updates on site goals and other performance indicators

  • Maintain the Corporate Records book with input from Finance and corporate counsel

  • Track, organize, and file signature requests and documentation for site and department directors

  • Maintain customer contracts, financial, and corporate documents; organize the contract repository, and track documents

  • Review proposal formats and other documents as needed

  • Prepare and distribute Leadership Team meeting agendas, minutes, and correspondence while maintaining confidentiality

  • Coordinate domestic and international travel for the President, Directors, Managers, Guests, and Corporate Visitors

  • Prepare expense reports, travel reimbursements, and reconcile credit card statements

  • Maintain inventory and stock supplies for coffee, personal protective equipment (PPE), order additional supplies upon request, and manage vending services

  • Organize offsite meeting venue reservations and logistics

  • Order catering for lunch meetings and other department requests and facilitate dinner reservations

  • Keep conference rooms in order, distribute Wi-Fi, and submit IT and Facility requests as needed

  • Handle conference equipment requests and follow up with IT to ensure equipment is functional and prepared for meetings

  • Follow up on facility, maintenance, and janitorial requests

  • Communicate building updates to the entire site and coordinate with vendors on schedules and building-related requests

  • Join the global communication team, update Leadership Team, and promote global initiatives

  • Handle onboarding, purchase order tracking, security clearance, workstation, and IT logistics for corporate contractors

  • Track budgets and route invoices for approval and processing

  • Create purchase requisitions, amendments, and vendor setup

  • Gather documents, proposals, vendor information, and signatures; obtain financial releases, and follow up with Purchasing on PO creation

  • Track managing director purchase order budgets and spending

  • Maintain and update organizational charts as needed

  • Lead administrative tasks, provide training, and streamline process flows and task organization

  • Track RTD Pass access and termination, update the organization on changes to the Eco Pass System, train employees on pass usage, and forward RTD communications

  • Manage logistics for conference registration and company donations

  • Route mail and deliveries

  • Assist with event coordination as needed

  • Be available to work after hours and on weekends on occasion

LEADERSHIP & BUDGET RESPONSIBILITIES

None.

SAFETY & ENVIRONMENTAL RESPONSIBILITIES

Every individual is personally responsible for the safety and environmental aspects of his or her activities in the workplace. Each employee is expected to perform their job duties in a safe manner utilizing all their knowledge, training, ability, and experience.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High School Diploma or General Education Degree (GED) and 3 years’ experience working in a Corporate Environment.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of an organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent, and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

None.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to talk or hear. The employee is occasionally required to stand; walk; work with hands; and reach above shoulder height. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is typical of an office environment.

CORE COMPETENCIES

These are the specific areas of knowledge, skill, and ability that are important for successful job performance. They must be job related and consistent with business necessity.

  • Excellent computer skills in the Microsoft applications environment, including Word, PowerPoint, Excel, Outlook, Smartsheet, Evisort, and Visio
  • Demonstrates oral and written communication skills
  • Excellent interpersonal skills and customer services skills
  • Proficiency in file management and organizational abilities
  • Demonstrates self-initiative, ability to work independently with limited supervision, and maintain confidential information
  • Always maintain confidentiality
  • Exercises judgment in all aspects of the job
SALARY

Actual pay will be based on your skills and experience.

BENEFITS
  • 401(k) matching - Corden Pharma will contribute 100% of the first 6% - 100% vested after 2 years of service
  • Accident Plan
  • Critical Illness Insurance
  • Dental Insurance
  • Disability Insurance
  • Employee Assistance Program
  • Flexible Spending Account
  • Health Insurance PPO/HSA
  • Hospital Indemnity Plan
  • ID Theft Protection
  • Life Insurance
  • Paid Maternity/Paternity Leave
  • Tuition Reimbursement
  • Wellness Program
  • Vacation – Three Weeks 1st Year
  • Vision Insurance

This Job Post will Expire on July 20, 2024.