Executive Assistant, Tech Ops

Under the direction of senior leadership, the Executive Assistant provides comprehensive administrative and organizational support to leadership within Tech Ops. This role includes managing complex calendars, coordinating meetings and events, and handling domestic and international travel arrangements. The Executive Assistant ensures meeting readiness, manages individual expense reporting, and supports special projects as needed. The position requires interaction with a diverse group of internal stakeholders across all levels and locations, as well as external partners and visitors, while maintaining professionalism and confidentiality at all times.

This role reports to: Team Lead, Executive Admin Support for `Tech Ops

Your Role & Responsibilities

Administrative Support:

• Provide diversified administrative support to senior leaders and their teams, including word processing, phone coverage, filing, mailings, and document management.
  
• Organize and maintain confidential and time-sensitive materials and files.
  

• Manage calendars and schedule appointments for executives and leadership team members.
  
• Ensure meeting materials are prepared and assist in tracking priorities and deliverables.
  

• Plan and manage special projects and events, including global meetings and project-related sessions:
  
• Arrange facilities, catering, invitations, and travel for internal and external participants.
  
• Monitor and control event budgets.
  
• Prepare visual presentations and meeting materials as needed.
  

• Coordinate domestic and international travel arrangements and compile itineraries.
  
• Prepare documents for travel-related meetings and process expense reports accurately and promptly.
  
• Reconcile corporate credit card accounts for assigned leaders.
  

• Monitor standard expenditures to ensure activities remain within established budgets.
  
• Manage implementation of legal contracts and agreements, ensuring proper signatures and maintaining organized files.
  

• Support onboarding new hires and collaborate with other administrative professionals to ensure consistent experience.
  
• Serve as a liaison with internal and external stakeholders globally, representing the department professionally and maintaining confidentiality.
  

• High School Diploma or equivalent vocational or technical training, Bachelor's degree or Technical College degree a plus
  
• 3-5+ years' administrative support experience preferably in within pharmaceutical industry
  
• Advanced skills in Microsoft Office Suite, Adobe Acrobat, and enterprise systems such as Ariba, SAP, and Concur; ability to quickly learn and adapt to new technologies.
  
• Skilled in providing efficient, high-quality assistance to senior leaders