Executive Administrative Assistant

Are you looking for a fast-paced role that supports senior leadership in a global environment? If so, this ExecutiveAdministrative Assistant, Research Tech Coordinator role could be an exciting opportunity to explore. We are looking for a highly motivated and flexible professional to provide Executive Administrative and operational support (including key projects). In this role, you will report to the Senior Vice President (SVP) of Research Tech. The SVP of Research Tech leads a global organization with over 1000 employees and has direct reports in both the US and UK. This Executive Administrative Assistant role will provide great growth opportunities, which can lead to more advanced roles in the future.

Core responsibilities include the following:

• Proactive diary management for the SVP, Head of Research Tech and VP, ROX, anticipating requirements and taking actions in advance. Plan and arrange meetings and conference calls to make best use of time, collate relevant papers, ensure appropriate and necessary information distributed to appropriate parties well in advance, rooms booked, and technical arrangements are in place. Organization of complex and fluid travel arrangements, preparation of detailed itinerary and relevant travel, meeting materials in advance of all trips, and process travel reimbursements

• Coordinate recruitment schedules and on-campus recruiting activities across the different campuses for Research Tech/ROX. Provide support in candidate sourcing and recruiting including screening and reviewing resumes. Work with Recruiters to support the candidate offer process and respond to candidate questions as needed. Coordinate candidate travels and all logistics. Manage recruiting expenses to ensure appropriate accounting. Provide back-up support for admins when necessary. Support diversity recruiting initiatives and strategies. Provide comprehensive recruiting support to the hiring managers to ensure a high quality and professional candidate experience. In addition, provide hiring manager care troubleshooting common recruiting and on-boarding processes for new hires.

• Project Management support for Research Tech Clinical Sciences series including tech support (Teams), contract with external advisors, post video online after the meeting and managing budget.

• Initiate requests for basic contracts for engaging Clinical external experts; raise and track purchase orders; and ensuring payment for services rendered; manage tracking of consultancy agreements and tracking of consultancy spend; support project tracking including checking invoice and finance tracking; organise team Sharepoint and manage Research Tech T&E budget

• Support cross-Research Tech and ROX activities in co-ordination with chief of staff; support other admin assistants and Research Tech communications, including colleague/group engagement, Research Tech-wide processes across lines and collaboration technology – e.g. MS Teams, including live events and recording, Vevox

• Create and maintain Research Tech and lines teamsites. Maintain Research Tech and ROX workplace and Sharepoint sites.

• Maintain and update list of employees, contractors, external experts, distribution lists, key personnel on studies, crisis teams and organizational charts as requested

Why you?

Basic Qualifications:

We are looking for professionals with these required skills to achieve our goals:

• High School diploma
• 8+ years supporting C-Suite and/or Senior Vice President level leaders.
• Experience providing administrative and coordinator support to senior leadership and external partners.
• Experience with calendar management tools commonly used in administrative roles, such as MS Teams, WebEx, Skype, MS Bookings to demonstrate the ability to effectively schedule appointments, meetings, and events.
• Experience assisting C-Level leaders in various projects and initiatives, conducting research, gathering data, and providing administrative support as needed to facilitate project completion.

​Preferred Qualifications:

If you have the following characteristics, it would be a plus:

• Associate or bachelor’s degree.
• Ability to manage time effectively without supervision to organize, prioritize and deliver tasks and projects with a sense of urgency with minimal manager guidance.
• Advanced IT skills to include Microsoft Outlook, PowerPoint, Word and Excel, use of inter- and intranet, teleconferencing, WebEx and Teams and associated technology.
• Committed to delivering high quality results, overcoming challenges, focusing on what matters, execution, collaboration, and partnership across organizations.
• Proven ability to think ahead and take initiative.
• Resilient individual who thrives working in a fast paced and changing environment and demonstrates attention to detail and decision-making skills to respond to high pressure situations.
• Polished and professional oral and written communication skill.
• Continuously looking for opportunities to learn, build skills and share learning.
• Discretion and confidence to work with people at all levels, internal and external to the company with flexibility in working style.
• Regular contact with individuals at high levels within and outside of the business sector with the demonstrated ability to pass on instructions, advice, and obtain decisions or agreements in potentially sensitive situations.
• Possess knowledge of department roles, management structure and inter functional relationships with other departments and related organizations.
• Strong collaboration and relationship building skills. Team player with the ability to gain the confidence of and cooperation of peers.
• Budget and cost-consciousness.
• Professional experience within a medium to large size company, preferably in a matrixed and/or international setting.

Job Type: Full-time

Pay: $64,039.00 - $86,641.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Application Question(s):

• Do you have at least 8+ years experience supporting C-Suite and/or Senior Vice President level leaders?
• Do you have experience using WebEx?
• Do you have experience managing calendars for C-Level leaders?

Work Location: Hybrid remote in Collegeville, PA 19426