Executive Operations Assistant

2 weeks ago

Little Ferry, New Jersey, United States Inclusively Full time

Inclusively is collaborating with a leading pharmaceutical and biotechnology organization to recruit an Executive Assistant. Please note that this position is with the partner company and not an internal role with Inclusively.

ABOUT INCLUSIVELY:

Inclusively is a digital technology platform dedicated to connecting candidates with disabilities, who may benefit from workplace accommodations, to inclusive employers. This encompasses all disabilities under the ADA, including mental health conditions (such as anxiety, depression, PTSD), chronic illnesses (like diabetes, Long COVID), and neurodivergence (including autism, ADHD). We encourage applicants with these conditions to apply, and Inclusively does not require disclosure of specific disabilities.

ROLE SUMMARY

The Executive Assistant (EA) will deliver extensive support by managing a comprehensive array of administrative tasks for the Senior Vice President of Digital Colleague Enablement and Seagen Integration, along with select members of the leadership team.

The EA is expected to operate independently with exceptional professionalism and meticulous attention to detail, particularly in handling time-sensitive and urgent matters within demanding environments. This role will collaborate closely with the Chief of Staff to ensure seamless operations.

KEY RESPONSIBILITIES

  • Oversee complex scheduling and proactively resolve potential conflicts with diplomacy.
  • Utilize sound judgment to anticipate priorities and potential issues, ensuring deadlines are met and leaders are adequately prepared.
  • Manage a high volume of emails, facilitating workflow, initiating follow-ups as necessary, and prioritizing communications.
  • Coordinate and schedule all team meetings, including maintaining regular one-on-ones with direct reports and key partners.
  • Prepare meeting agendas in advance and distribute minutes and action items promptly.
  • Handle all logistical aspects of meetings, including room reservations, teleconferencing, videoconferencing, catering, and related arrangements.
  • Independently organize and expedite workflows, ensuring schedules and deadlines are adhered to.
  • Exercise discretion in managing sensitive information and stakeholders.
  • Coordinate all travel arrangements for the SVP, including complex international travel, visa preparations, and accommodations.
  • Provide phone screening coverage and arrange visitor access as needed.
  • Prepare expense reports, track reimbursements, and ensure accurate crediting of AMEX transactions.
  • Facilitate communication and provide essential information to other business units as appropriate.
  • Complete a variety of complex routine and non-routine assignments.
  • Order office supplies and IT equipment as requested.
  • Collaborate closely with other Administrative Partners within the Digital department.

BASIC QUALIFICATIONS

  • High school diploma.
  • 6+ years of administrative experience.
  • 2+ years supporting C-suite executives.
  • Professional, self-motivated, flexible, and a proven team player.
  • Ability to multitask in a fast-paced environment while maintaining a positive attitude and strong work ethic.
  • Exceptional attention to detail, highly organized, and capable of managing simultaneous priorities with speed and accuracy.
  • Strong sense of integrity; able to maintain confidentiality and handle sensitive information with good judgment.
  • Professional communication skills; able to interact seamlessly with experienced professionals.
  • Ability to remain calm and professional under pressure.
  • Demonstrated resourcefulness, with the ability to anticipate needs and prioritize responsibilities effectively.
  • Ability to work well in a team environment as well as independently with minimal supervision.
  • Proficient in Microsoft Office Suite, including Outlook, Word, PowerPoint, OneDrive, SharePoint, Excel, and Teams.

PREFERRED QUALIFICATIONS

  • Previous experience as an executive assistant.

WORK SCHEDULE AND ENVIRONMENT REQUIREMENTS

This position requires working in an assigned company office 2-3 days per week, or as business needs dictate.

COMPENSATION AND BENEFITS

The salary for this position ranges from $31.99 to $53.31 per hour, with eligibility for overtime, weekend, holiday, and other pay premiums based on the work schedule and company policies. Comprehensive benefits include a 401(k) plan with matching contributions, paid vacation, holidays, personal days, caregiver/parental leave, and health benefits covering medical, prescription drugs, dental, and vision.

Relocation assistance may be available based on business needs and eligibility.

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