Executive Assistant (Contract) 24483
Job Description:
The Executive Assistant provides specialized, independent administrative/business support to a Senior Vice President and a Vice President.
The ideal candidate will have a strong background in heavy calendar management, travel scheduling and event planning.
This is covering a maternity leave
Key Duties and Responsibilities:
- Serves as the primary support professional for a Sr. Vice President and Vice President, independently handling a full range administrative activities
- As the delegate for the executives, handling details of a highly confidential and critical nature related to the function/department
- Interacts regularly with senior leaders inside and outside the Company in coordinating the affairs of the executive
- Manages executives’ complex and detailed calendars, frequently coordinating logistics and sharing information with other assistants and leaders both internally and externally; coordinates complex travel and meetings logistics, anticipating and resolving any problems to ensure a seamless experience for the executive
- Manages own workload, reprioritizing as unanticipated situations arise; assists the executive to adjust schedules to meet new and changing deadlines
- Produces high-quality documentation and contributes to building efficient processes and systems for administrative activities.
- Independently prioritizes and addresses requests for appointments, emails and telephone calls based on the needs and objectives for the executive
- Maintains high level of confidentiality of information related to the organization and staff
- Coordinates activities between departments and or outside parties
- As delegated by the executives, follows up with stakeholders at all levels to gather needed information, prompts/reminds them of critical deadlines, and helps remove any administrative roadblocks that prevent them from meeting their obligations to the executive
- Prepares meeting materials, including meeting agenda preparation/distribution, collecting/printing meeting pre-reads, minute- or note-taking and assembling/editing PowerPoint presentations
- Coordinates and plans international and domestic travel, complete with travel itineraries.
- Processes group purchase orders, invoices, and contracts
- Assists with visitor registration, including pre-registering and escorting visitors
- Assists with onboarding of new personnel into the department
- Provides guidance and training to less experienced colleagues
- Applies knowledge of business/department priorities to anticipate the executive's needs and drive administrative process improvements
- Builds collaborative and productive relationships across the organization and at all levels
Knowledge and Skills:
- Advanced knowledge of Microsoft Office products
- Advanced time management and organizational skills, with a proven ability to independently prioritize own work and multi-task to meet changing or competing timelines
- High attention to detail
- Advanced verbal and written communication skills
- Exceptional interpersonal skills, especially with senior executives
- Ability to handle highly confidential and sensitive information
Education and Experience:
- Typically requires high school or secondary school education
- Typically requires 5 years of experience, or the equivalent combination of education and experience
Pay Range:
$50-60/hr
Requisition Disclaimer:
This job posting is for a temporary role with a third-party agency partner on assignment at Vertex Pharmaceuticals (“Vertex”). The individual selected for this role will be offered the role as an employee of a third- party agency partner; compensation, medical benefits, fringe benefits and other terms and conditions of employment shall be presented by the third-party agency partner upon offer.The pay rate range provided is a reasonable estimate of the anticipated compensation range for this job at the time of posting. The actual pay rate will be based on a number of factors, including skills, competencies, experience, location and/or being pursued and other job-related factors permitted by law.
In addition, this role will be eligible for overtime pay, in accordance with federal and state requirements
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