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Executive Assistant
4 months ago
Job Description:
As a privately-owned, biopharmaceutical company, Ferring pioneers and delivers life-changing therapies that help people build families and live better lives. Our independence helps us cultivate an entrepreneurial spirit and long-term perspective that enables us to achieve growth and scale, while remaining agile and true to our ‘people first’ philosophy. Built on a 70-year plus commitment to science and research, Ferring is relentless in its pursuit of science that drives powerful discoveries and therapies to help people build families, stay healthy, and stand up to the world’s oldest enemy: disease.
As the Executive Assistant & Program Specialist, Human Resources you will support the day-to-day function and needs of the VP Human Resources, Ferring USA, and provide support to the overall team as directed by the VP. This individual must demonstrate a firm understanding of business priorities and function as a respected, active team member who can work effectively across many levels of the organization, including with global partners. This high-visibility role demands someone who can work independently and with teams to drive and complete projects, who is proactive and detail oriented.
With Ferring, you will be joining a recognized leader, identified as one of “The World’s Most Innovative Companies” by _Fast Company_, and honored by _Fortune_ with inclusion on its “Change the World List,” for addressing society’s unmet needs. Ferring US is also Great Places to Work® Certified, distinguishing it as one of the best companies to work for in the country.
Responsibilities_:_
Human Resources Projects:
- Manages and drives projects independently and at times in collaboration with others.
- Develops project plans, organizes, and conducts project meetings.
- Tracks and reports project progress against agreed milestones, takes corrective actions if needed.
- Prepares presentations for meetings to support project needs and needs of VP HR USA.
- Lead the planning and execution of community events such as Take Your Child to Work Day and New Hire Receptions.
- Be an active participant in the Community Events Committee
HR Team Meetings and Events:
- Develops meeting agendas with input from VP and HR Leadership team.
- Prepares and distributes minutes from meetings.
- Tracks and follows up on progress of action items.
- Engages with the HR Leadership Team (USHRLT) by facilitating and leading regular and ad hoc meetings and enabling efficient communication flow between the HRLT and the US Head of HR.
- Acts as liaison between US Executive Team administrative offices and across functions, building strong and highly collaborative work relationships
- Coordinates on
- and off-site meetings and engagements to support HR team building initiatives.
- Partners with Global HR and St-Prex on agenda, logistics and meeting materials for Board Committee meetings and Global HRLT visits to the US.
- Supports scheduling for Global HR leaders traveling to the US.
Administrative and Operational Support:
- Provide executive level administrative support to VP HR USA which includes proactive calendar and time management, scheduling meetings / events and managing calendars, requiring interaction with both internal and external contacts, managing complex executive and team meetings/events.
- Ensure meetings are started on time, conference call and meeting information is available to all participants, IT equipment works and other meeting logistics flow smoothly.
- Arrange and manage travel schedule, all logistics and reservations for VP HR USA, domestic and international travel.
- Consistently prepare, audit and maintain the VP HR USA expenses within Concur Expense Report System.
- Management of all departmental budget, invoices, vendors, POs, etc. including coordination with Finance and Legal as required.
- Coordinate and manage MSAs and SOWs, set up new vendors, in coordination with Legal.
- Handle incoming and outgoing electronic communications as needed.
- Develop and maintain files for HR department such as phone lists, organizational charts, team bios, templates, etc.
- Office supplies procurement and management as needed.
- Interact with vendors and visitors as a representative of Ferring HR.
**Requirements**:
- Bachelor’s Degree.
- 5+ years’ experience supporting at the executive level preferred.
- Excellent calendar management skills, including the coordination of complex executive meetings across time zones.
- Excellent organization skills and very high detail orientation.
- Strong knowledge of MS Office, including Word, Excel, and PowerPoint.
- Knowledge of Concur Expense Report system preferred.
- Excellent project management skills and the ability to handle multiple, competing projects simultaneously to meet tight deadlines.
- Excellent written and verbal communication skills; ability to communicate effectively across the global organization.
- Ability to influence and work well with in
