Executive Assistant

JOB SUMMARY

With minimal direction, the Administrative Assistant for Epilepsy & Rare Syndromes Organization (ERSO) will be responsible for performing routine administrative and clerical functions for the Global Head of Development and Development Teams. Responsibilities include, but are not limited to, organizing and scheduling meetings and appointments, maintaining calendars, supporting onboarding and offboarding of local employees, assisting with department forecasts and budgets, invoice review and approval, and ordering and dispensing supplies. The position involves high-level contact (internal and external) and exposure to sensitive and confidential information requiring the use of tact, diplomacy, discretion, and judgment.

Additionally, the Administrative Assistant for ERSO will be responsible for travel (transportation, accommodations) and expense reports for the Global Head of Development and RTP Development Team colleagues, as assigned.

MAJOR ACCOUNTABILITIES

Arrange conferences and meetings as needed. Coordinate office space, equipment needs, catering, logistics and meeting rooms as needed.

Support calendars and schedules for the Global Head of Development as needed. If requested, make independent decisions regarding attendance/conflicting meeting requests, etc.

Acts as liaison between management/staff, and between external/internal contacts.

Serve as a resource to the Global Head of Development and other Team members as needed for administrative aspects of budget- and/or forecast-related information; process contracts and shopping carts, support review and approval process for invoices.

Order and dispense department and individual employee office supplies.

Operate office equipment such as printers, copiers, and Microsoft Teams systems; use computer for spreadsheet, word processing, database management, and other applications including SharePoint and other internal communications.

Support onboarding and offboarding process for Development Team colleagues. Create internal and external presentations, letters, emails, etc.; be familiar with processes associated with external communication (SOPs & Style guide).

Prepare team meeting agendas and meeting minutes and follow up on agreed actions. Maintain recurring team meeting schedules.

Maintain Development Team email distribution lists.

Arrange domestic and international travel reservations (including full itineraries), process visa applications and prepare expense reports.

Complete other duties, responsibilities and projects as assigned.

COMPETENCIES

Experience with international colleagues, coordination, and travel.

Ability to work independently.

Ability to provide quality work within agreed timelines with strong attention to accuracy and detail. Ability to work effectively within an international team environment.

Excellent written and verbal communications skills in English (and native language - for nonUS).

Familiarity with pharmaceutical business, medical terminology, and financial/business terminology a plus. Ability to handle confidential information.

Proficiency in Microsoft Office Suite including PowerPoint, Excel, Word, and Adobe; proficiency with Online Travel and Expense Reporting systems.

Knowledge/understanding to operate office equipment proficiently (e.g., printer, copier, scanner, conferencing equipment, etc.).

Ability to successfully operate in matrix environments.

Excellent interpersonal skills.

Ability to prioritize assignments/projects and multi-task within restricted time constraints. Problem solving (Describe the level of "self-starting" thinking required in the for recognizing, analyzing, and solving problems)

Ability to prioritize, organize and plan workload and to anticipate issues and problem solve.

Creative "out of the box" thinker with conceptual strengths, who will challenge the status quo to improve and deliver results with minimal direction.

Personality traits of being a self-starter (self-motivated), who is curious and agile, with a "nothing is impossible" attitude.