Executive Assistant

Reporting to the Vice President, Sales, as the Executive Assistant, Commercial Operations, you will be responsible for providing general administrative support for the US Sales and Learning & Development organization. You will coordinate with internal and external parities to facilitate meeting administration, executive calendar, travel planning and expense reporting. You will perform a variety of activities to provide functional support including, sales team onboarding and off-boarding logistics, communications with cross-functional areas, procurement processes, including purchase order initiation and tracking, invoice processing, legal agreement approval routing, and vendor data entry. You will coordinate logistics (scheduling meeting rooms, lodging, meals, etc.) to ensure a positive sales training experience.

This role requires ad hoc projects that aim to increase the operational effectiveness and culture of the US Sales organization. Success requires building effective collaborative/partnering relationships and demonstrating strong communication skills with an ability to manage multiple priorities simultaneously.

Main Responsibilities & Accountabilities:

• Provide full administrative support to the VP of Sales, including calendar management, meeting planning, travel scheduling and monthly expense reporting.
  
• Provide some administrative support to members of the US Sales Leadership Team including complex travel scheduling, expense reporting, and external meeting planning. Catering and logistical support for meetings as needed.
  
• Support LT meeting effectiveness including notes, follow ups and Sharepoint site management.
  
• Operations subject matter expert for contracting and vendor procurement process including SOW execution, purchase order creation, invoice processing associated systems (Eg. Companion, Ariba systems), and issue resolution.
  

• Update distribution lists, rosters, and shared drives.
  
• Coordinate vehicle requests, business card orders, and (name badges only for large onboarding groups). Regional manager to initiate request for new hire equipment, but EA to support where needed.
  
• Send notification emails and initiate asset request for retrieval (vehicle, laptop, iPad).
  

• Book and pay for flights for new hires without corporate cards
  
• Reserve meeting rooms onsite/offsite and ensure catering.

• Maintain engagement calendar, scheduling of touchpoints, support communications and regular surveys to assess culture.
  
• coordinate agendas for staff meetings, capture meeting minutes, track action items and maintain teamsite
  

• High School Diploma or equivalent vocational or technical training
  
• Bachelor's degree or Technical College degree a plus.
  
• 3-5 years' administrative support experience
  
• Experience within commercial pharmaceutical functions advantageous.
  
• Strong proficiency in Microsoft Suite applications (Word, Excel, PowerPoint, Outlook).
  

• Action oriented
  
• Customer focused
  
• Integrity & trust
  
• Technical learning
  
• Process management
  
• Learning agility and Priority setting