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Executive Assistant, Office of The Chairman

3 months ago

Somerset, United States Catalent Full time

**Position Summary**

**The Role**
- Perform professional level tasks that are sensitive in nature, requiring independent judgment, initiative and tact
- Strong computer skills using Microsoft Outlook and MS Office - PowerPoint, Word and Excel (intermediate/advanced experience)
- Manage and prepare presentations for internal and external audiences, under general direction (does not facilitate presentations)
- Schedule and organize internal and external meetings and conferences (i.e., schedule attendees, conference rooms, placing catering orders and clean-up services)
- Coordinate and manage offsite and onsite meeting logistics (international and domestic)
- Liaise with other Executive Administrative Assistants to coordinate meeting and complex travel logistics: air, ground transportation, meeting preparation, agenda preparation and dinner arrangements, etc.
- Coordinate conference calls with internal and external customers and business partners
- Work independently with only general guidance on a variety of special projects
- Heavy calendar management utilizing MS Outlook to schedule and organize meetings and conferences; must be flexible with last minute schedule changes and urgent meeting requests
- Process and reconcile travel and expense reports for reimbursement using the Concur Expense management system
- Arrange domestic and international travel; process visas and passport renewals as needed
- Answer and screen telephone calls for Executive leadership from both internal/external sources, transfer calls to the appropriate party
- Organize and maintain necessary confidential files and records for department as required
- Set up new vendors. Process and reconcile invoices using JDE and other platforms
- Coordinate and maintain office and break room supply orders
- Ad hoc responsibilities as required
- Education or Equivalent: (Minimum required to perform job)
- High school diploma or equivalent required; college degree preferred
- Executive Admin 8+ years of experience
- Pharma industry experience a plus
- Prior experience supporting a CEO is required
- Must have experience in a highly corporate environment in terms of dress and demeanor
- Advanced software skills: Microsoft Office 2010 (PowerPoint, Excel, and Word)
SharePoint and Visio a plus.
- Strong written and verbal communication skills
- Strong interpersonal skills and the ability to be proactive with calendar management and meeting preparation and planning
- Ability to be self-motivated, process oriented and customer focused
- Professional demeanor and the ability to interact with internal/external customers in a positive and professional manner at all times
- Ability to evaluate and correct general administrative problems/exercise good discretion and judgment when problem solving administrative issues
- Ability to handle highly confidential information with discretion and professionalism at all times
- Ability to interact effectively with internal/external contacts through correspondence or phone
- Must be a team player and willing to participate in “task teams” to accomplish projects as needed
- Ability to prioritize and multitask, pay attention to detail, work under pressure and meet tight time lines
- Must be able to work on-site in Somerset, NJ

**Catalent offers rewarding opportunities to further your career** Join the global drug development and delivery leader and help us bring over 7,000 life-saving and life-enhancing products to patients around the world. Catalent is an exciting and growing international company where employees work directly with pharma, biopharma and consumer health companies of all sizes to advance new medicines from early development to clinical trials and to the market. Catalent produces more than 70 billion doses per year, and each one will be used by someone who is counting on us. Join us in making a difference.

Catalent is committed to the health and safety of its employees, visitors and the customers and patients we serve. As a result of the global pandemic, we have modified many of our recruitment and on-boarding processes to maintain everyone’s safety. The Human Resources teams will communicate all necessary safety processes and procedures throughout each stage.

personal initiative. dynamic pace. meaningful work.

Visit Catalent Careers to explore career opportunities.

Catalent is an Equal Opportunity Employer, including disability and veterans.

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California Job Seekers can find our California Job Applicant Notice HERE.