Executive Assistant

Brief Description:

The R&D organization operates a matrix administrative business support model. This model is designed to maximize employee professional development while delivering consistent, high-quality support to a broad group of R&D leaders. A matrix administrative support model is role-based, meaning that an assistant can perform the duties of multiple administrative assistant roles as assigned to meet business needs. Each assistant will have a primary role and a secondary role to ensure clear prioritization of work.

The R&D Executive Assistant will work as an integral member of the R&D organization. The primary responsibilities of this role involve providing comprehensive administrative support including, but not limited to, calendar management, arranging travel, preparing expense reports, preparing meeting agendas, taking meeting minutes, managing distribution lists, etc. The R&D Executive Assistant will execute on day-to-day responsibilities with autonomy and limited direction.

This role is a single point of contact for the leader, working with other admins and stakeholders across Jazz and in partnership with the R&D administrative business support matrix model.

Essential Functions/Responsibilities

• Handle confidential and non-routine information for the individual/s supported as well as light touch support for the Leadership Team
• Proactively schedule, organize and maintain activities such as professional calendar management, meetings, travel arrangements and itineraries
• Partner with other members of the R&D Business Support Team and the R&D Business Strategy & Operations Office to ensure flow of communications from R&D Leadership to staff in various departments and be on site to provide support when needed
• Partner with procurement coordinators to prepare and manage contracts, purchase requisitions, purchase orders, check requests, and invoice transmittal and approval in accordance with applicable company policies and procedures.
• Prepare and submit expense reports in Concur
• Maintain organizational charts and email distribution lists
• Greet visitors; escort per visitor schedule during visits ensuring visitor is always with a Jazz employee including interview candidates
• Partner with the other Jazz admins across the multiple sites to deliver consistent administrative support globally and participation in Administration Excellence meetings and initiatives
• May provide assistance on R&D projects, including arranging project team meetings, preparing agendas and meeting minutes
• Support change management at the department level through material and communication preparation
• Management and/or coordination of projects as assigned (e.g., employee engagement, large internal conferences, off-site meetings, etc.)
• Serve as a positive and supportive presence on-site and virtually to support organizational and department interactions and collaborations
• Responsibilities may require a work schedule that may include working outside of “normal” work hours, to meet business demands.

Required Knowledge, Skills, and Abilities

• Minimum of ten years professional experience in an administrative role in support of one or more executive leaders in a dynamic, fast-paced environment, preferably in a biotech or pharmaceuticals company
• Experience working in an international organization is required
• Proven proficiency in Microsoft Word, Excel, PowerPoint, Visio, MS Teams, and Zoom is required as well as knowledge of Concur
• Effective written and oral communication skills, strong interpersonal skills,  problem-solving, and facilitation skills are a necessity
• Completes work with high quality and excellent attention to detail; is organized and reliable
• Must be able to prioritize,multi-task, work effectively with little or no direction, and build collaborative relationships with management, partners, and peers
• Must demonstrate ability to take initiative, anticipate needs and manage shifting priorities with flexibility and accuracy
• Expected to strictly maintain confidentiality and exhibit discretion and professionalism in all activities
• Business apparel may be required based on occasional public contact

Required/Preferred Education and Licenses

• HS Diploma is required
• College-level course work or degree in Business Administration is preferred