Executive Assistant

This position will initially be at Peapack then transition to Parsippany towards the end of 2024 or early 2025. The schedule requires being onsite approximately 3 to 4 days per week.

Position Responsibilities:

General Support for All Levels:

• Manage senior leadership's daily activities including Outlook calendar, meeting coordination, travel arrangements, expense reporting, and more.
• Coordinate logistics for cross-functional and off-site meetings including teleconference and WebEx setups.
• Handle onboarding, offboarding, visitor passes, purchase orders, invoice routing, and supplies management.
• Maintain electronic and hard copy files, manage distribution lists, and track workflow items.
• Create meeting agendas, take minutes, and prepare/edit reports and presentations.

Advanced Support:

• Assist with inspection readiness, live inspections, and perform line-specific activities as required.
• Maintain SharePoint and MS Teams sites, manage documents, and develop metrics.
• Provide back-up support for colleagues during high activity periods or absences.

Specialized Support:

• Handle complex workflow and inspection readiness tasks.

Organizational Relationships:

• This role supports various departments within Worldwide Services including Business Management, Safety Quality Risk Management, Product Safety Surveillance, and Drug Safety Unit.
• Requires direct collaboration with colleagues across sites, including Senior VP, VP, and Director level roles.

Education and Experience:

• Minimum of 3 years administrative experience, 5 years of advanced support, 7 years including senior leadership support .
• High-school diploma or GED required; Bachelor’s degree preferred.

Technical Skills Requirements:

• Proficiency in Microsoft Office Suite.
• Experience Ariba or PTE is preferred.
• Strong organizational skills, excellent communication skills, and a detail-oriented approach.
• Ability to interact professionally with all levels of management and external organizations.