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Executive Assistant

1 month ago

Little Ferry, United States Inclusively Full time

Inclusively is partnering with a pharmaceutical and biotechnology corporation to hire an Executive Assistant. **Please note: this role is NOT an internal position with Inclusively but with the partner company.** ABOUT INCLUSIVELY: Inclusively is a digital tech platform that connects candidates with disabilities, who may benefit from workplace accommodations, to inclusive employers. This includes all disabilities under the ADA, including mental health conditions (e.g. anxiety, depression, PTSD), chronic illnesses (e.g. diabetes, Long COVID), and neurodivergence (e.g. autism, ADHD). Applicants with one or more of these conditions are encouraged to apply; Inclusively does not require applicants to disclose their specific disability. ROLE SUMMARY This Executive Assistant (EA) will provide comprehensive support executing a full range of administrative duties supporting the Sr Vice President, Digital Colleague Enablement and Seagen Integration as well as some members of his leadership team. The EA is expected to be able to work autonomously with exceptional professionalism and attention to detail with work that involves time-sensitive and urgent issues, tight time frames, and in demanding situations. This role will work closely with the department’s Chief of Staff to ensure effective operations. As a working professional, he/she will be expected to handle tasks independently, proactively, and discreetly. This position will also coordinate with other Digital Administrative Professionals, as well as across our company to support the work of the department. ROLE RESPONSIBILITIES Manage complex calendar and anticipate conflicts and use diplomacy to resolve problems in advance. Exercise sound judgment in anticipating priorities and potential conflicts to ensure deadlines are met and leaders are properly prepared. Monitor high volume of emails including expediting flow of work items, initiate follow-up when necessary, and prioritizing emails. Schedule and coordinate all team meetings including ongoing maintenance of 1:1’s with direct reports, key partners, etc. Proactively prepare LT meeting agendas in advance; distribute meeting minutes and action items ROLE RESPONSIBILITIES Manage complex calendar and anticipate conflicts and use diplomacy to resolve problems in advance. Exercise sound judgment in anticipating priorities and potential conflicts to ensure deadlines are met and leaders are properly prepared. Monitor high volume of emails including expediting flow of work items, initiate follow-up when necessary, and prioritizing emails. Schedule and coordinate all team meetings including ongoing maintenance of 1:1’s with direct reports, key partners, etc. Proactively prepare LT meeting agendas in advance; distribute meeting minutes and action items Responsible for all logistics of meetings including conference room reservations, teleconference, videoconference, food ordering and associated meeting logistics. Proactively and independently organize and expedite workflow and initiate follow-up when necessary to ensure schedules and deadlines are met Use appropriate discretion in the management of information and stakeholders. Manage all travel required for SVP. This may include complex international travel, visa preparation, ground, and hotel. Some management of meeting logistics internationally will be required, working with our colleagues in other countries. Provide phone screening coverage; arrange for visitor passes and building access. Prepare expense reports, track reimbursements and ensure correct AMEX credits/debits Coordinate and provide key information to other business units as appropriate. Complete a variety of more complex routine and non-routine assignments Order office supplies and IT equipment as requested. Work closely with other Administrative Partners within Digital BASIC QUALIFICATIONS High school degree 6+ years administrative experience 2+ years supporting c-Suite executive leader Must be professional, self-motivated, flexible, open to growth and challenges and a proven team player Ability to multi-task in a fast-paced dynamic environment while demonstrating a resourceful, positive attitude and a superior work ethic Excellent attention to detail and highly organized and able to successfully handle simultaneous priorities, with speed and accuracy A strong sense of personal integrity; able to maintain confidentiality and handle highly sensitive information; demonstrate good judgment and decision-making Professional and articulate communication skills; able to seamlessly interact with experienced professionals. Ability to remain calm and professional under pressure Demonstrated resourcefulness, with ability to anticipate needs, prioritize responsibilities, anticipate and solve problems, and take initiative Ability to work well both in team environment as well as operate independently with minimal supervision. Strong computer skills in Microsoft Office, primarily Outlook, Word, PowerPoint, OneDrive, SharePoint, Excel and Teams PREFERRED QUALIFICATIONS Executive assistant experience NON-STANDARD WORK SCHEDULE, TRAVEL OR ENVIRONMENT REQUIREMENTS Work Location Assignment: Must be able to work in an assigned company office 2-3 days per week, or as needed by the business Last day to apply: May 20th 2024 This role is not remote The salary for this position ranges from $31.99 to $53.31 per hour. In addition, this position offers eligibility for overtime, weekend, holiday and other pay premiums depending on the work schedule and the Company’s policies. We offer comprehensive and generous benefits and programs to help our colleagues lead healthy lives and to support each of life’s moments. Benefits offered include a 401(k) plan with company Matching Contributions and an additional company Retirement Savings Contribution, paid vacation, holiday and personal days, paid caregiver/parental and medical leave, and health benefits to include medical, prescription drug, dental and vision coverage. Our compensation structures and benefit packages are aligned based on the location of hire. The United States salary range provided applies only to the United States - New York - New York City location. Relocation assistance may be available based on business needs and/or eligibility. #J-18808-Ljbffr