Executive Administrative Assistant

Job Summary:

The successful candidate will provide administrative support for the Vice President, NA Commercial Operations and the senior leadership team. S/he will interact with executive and all levels of management throughout the organization (international and domestic) necessitating poise, tact, diplomacy, discretion and sound judgement. This role will be integral in representing Seqirus with internal and external customers including some Key Governments Officials managing key routine and special projects, schedules and expenses for key leaders. The role requires a highly skilled, proactive, detail-oriented, organized, self-directed professional who can handle a variety of sensitive and confidential matters with discretion and efficiency.

• Provides administrative support to leadership requiring advanced knowledge of Commercial Operations functions. Candidate must project manage with ability to multi-task in a fast-paced environment
• Coordinate domestic and international travel arrangements and ensure proper approvals for team members are obtained
• Prepare and coordinate expense reports adhering to company policy and ensuring the timely submission
• Create and manage/edit PowerPoint presentations, Excel Spreadsheets and Word documents fit for purpose
• Identify and implement process improvement ideas to enhance the effectiveness and efficiency at the Summit, NJ location
• Maintain a strict sense of professional ethics, ensuring confidentiality and privacy and abiding by Company policy
• Manage and coordinate calendars and communications with internal and external contacts. Assist with appropriate planning to ensure optimum time utilization and all routine requirements are met
• Manage and coordinate meeting schedules, distribution of agendas and minutes from the meetings.
• Manage effective and appropriate filing systems.
• Produce a variety of complex documents, presentations and reports in a fast and accurate manner
• Prepare and process legal documentation for consultants and other third parties, including all necessary purchase orders
• Design and establish systems for a range of administrative and technical tasks within the department

• High school diploma or Associate's degree (preferred)
• Minimum 5 years of administrative experience
• Experience in a similar role, preferably within the pharmaceutical industry.
• Experience in International activities is a plus
• Advanced Word, Excel, PowerPoint and Outlook
• Typing speed of 60-70 wpm.
• Ability to maintain strictest confidentiality and discretion
• Ability to work under pressure, to prioritize large number of projects and meet deadlines
• Excellent interpersonal skills
• Willingness to take on a variety of tasks and demonstrate a flexible approach in assisting others when required
• Ability to be a positive role model throughout the company exhibiting the Seqirus values