Senior Executive Administrative Assistant

Job Description:
Incumbent will be providing administrative support to VP Global Head of Clinical Sciences and their leadership team (~7 in total). Coordinate project tasks and handle general office duties including travel, expenses, calendar management, communication, meeting coordination, office operations, and other administrative assistant functions. Position is responsible for administration of the department at both the local and global levels. Periodically coordinate and help manage departmental projects to ensure deliverables are produced effectively and efficiently. This position has considerable latitude to make decisions without supervisor approval and solves problems while carrying out assigned tasks. Additionally, this position is responsible for upholding a strong commitment to confidentiality and routinely handles sensitive documents that may impact individuals and groups within the company.
This position requires has advanced skills in technology systems, including Outlook MSWord, PowerPoint, Adobe, and Concur for Travel and Expense. Ability to learn other company IT systems as needed.

Duties:
Candidate will be supporting administrative needs of Head of Clinical Science Oncology and their leadership team (direct reports).
Independently manages calendars, including complex meeting and travel coordination (domestic & international) as well as some project coordination and management support for various departmental projects
Must be familiar with working with individuals in different time zones (globally) and able to coordinate onsite/off-site meetings.
Candidate needs to have experience with proactiveness with managing heavy/busy calendar; multiple appointments; travel arrangements (domestic & international)
Communicate with staff or individual staff when necessary for project direction and clarity.
Interacts with key senior level constituents and performs expert level of stakeholder management; majority of contact is within and across organizational units and across a global/complex organizational matrix
May help coordinate external vendors (eg coordinate meeting venues, special events, consultants to department, etc) .
Additional tasks can include: securing conference rooms/space for meetings; coordinating catering; working with IT/Facilities team to ensure audio/visual/etc. are working.
Ability to work Independently with little oversight.

Skills:
Skills · Soft-skill requirements: Business acumen. Ability to work in team and independently; positive and can-do attitude; willing to solve problems and strong critical thinking skills. Must be able to learn and adapt to situations. · This position requires strong communication skills and a high level of technical proficiency with Microsoft Office applications including Excel, Sharepoint, Word, MS teams, PowerPoint, and Outlook. · Knowledge of Concur Travel and Expense. Must be well organized and able to manage more than one project at one time. · Able to jump into super-fast paced role and be able to make smart and intuitive decisions. · Candidate must have strong MS calendar management skills. · Greater than 6 years of experience in administrative support of increasing variety and complexity · Able to work independently with minimal direction, fast thinker; detail-oriented; able to be proactive and take initiative with a global viewpoint. · Strong organizational skills, Ability to manage multiple tasks · Strong understanding and use of technical and business vocabulary · Excellent oral and written communication skills · Adept at appropriately and effectively interacting with staff – including senior level management, vendors and industry professionals · Comfortable with communications with stakeholders across the world, willing to understand cultural differences and time differences. · Works with relevant software and is able to navigate Internet and Intranet, and use technology equipment appropriately, remaining current with upgrades. Proficient use of internal business applications. · Experience supporting executives. Pharma experience is preferred

Education:
Qualifications: HS, AA, or BA preferred