Position Profile
The Senior Administrative Assistant is accountable for providing comprehensive administrative business support to the Global Regulatory Affairs and Drug Safety (GRADS) organization.
The Senior Administrative Assistant will report into GRADS leadership. The Senior Administrative Assistant will serve as a key point of contact and help ensure these global groups run smoothly, efficiently and professionally, managing all requested activities including, but not limited to:
1. Proactive anticipation of stakeholders’ needs and ability to manage a portfolio of complex, competing priorities in an efficient manner
2. Communicate in a highly professional manner with a broad and diverse set of stakeholders
3. Handle highly sensitive, confidential business information in an exemplary manner
4. Proactive calendar management (scheduling meetings, accepting meetings as a calendar delegate and managing scheduling conflicts and priorities)
5. Manage logistics of all team and staff meetings, both in-person and virtual, as requested (scheduling, A/V needs, food, and may be asked to support travel arrangements for consultants, guest speakers, etc.
6. Plan team and outside meetings, including off-site, teleconferences and meetings with partners
7. Schedule, organize and maintain travel arrangements and itineraries through corporate travel agency and travel system.
8. Proactively taking steps to initiate seamless scheduling processes.
9. Maintaining and updating GRADSLT schedules, calendars, and agendas.
10. Verifying the availability of in-house and external participants for planned meetings.
11. Confirming appointments and partnering with the GRADS Conference & Meeting planner to source venues, providing local SME knowledge on hospitality etc.
12. Prepare and submit expense reports for team members, using Concur, in a timely manner and in compliance with company policies and requirements
13. Manage all team contract/agreement and CDA requests in JazzAgree
14. Manage all team purchase requisitions and orders, check requests and invoice processing needs, and as appropriate, interface with GRADS leaders to address concerns regarding executed contracts, including extensions or adding funds to purchase orders.
15. Review and/or prepare routine correspondence, presentations and documents
16. Facilitate the collation of feedback and/or send out Surveys as needed.
17. Support GRADS with collation of metrics as needed.
18. Coordinate contributions to cross-functional presentations.
19. Support local onboarding activities and anticipate local new hire needs with regard to Jazz Remix environments. Ensure local new hires are added to relevant Distribution Lists and Channels.
20. Provide local support to GRADS comms ., MS Teams Channel, as well as collation and communication of Rewards/Recognition.
21. Provide support to DEIB events.
22. Facilitate communication efforts, with support for project tracking and disseminating information from GRADSLT on project representation
23. Participate in local audit and inspection events as required – including facilitation of ‘backroom’ activities, document tracking, scribe / recording duties, and on-site Investigator needs
24. Manage appropriate department-level projects
25. Handle confidential and non-routine information for the individual/s supported
26. Act as a liaison and team representative with other groups within the company
27. Coordinate projects, as assigned
Required Knowledge, Skills, and Abilities
28. Minimum of ten years professional experience in a senior level administrative role in support of one or more senior executives in a global, fast paced environment, preferably in a biotech or pharmaceuticals company, with prior regulatory/pharmacovigilance support as a key advantage
29. Ability to multi-task and work in a global, fast-paced environment, often under tight deadlines
30. Ability to prioritize workload and manage multiple projects simultaneously, with strong attention to detail
31. Experience working in an international organization
32. Proven proficiency in Microsoft Word, Excel, and PowerPoint
33. Proven proficiency with virtual collaboration tools (., Microsoft Teams, Zoom,
34. Strong IT and tech skills with regards regulatory information management
35. Experience with event planning and travel
36. Proficiency in Concur for business travel arrangements and expense report management
37. Effective written and oral communication skills, strong interpersonal skills, and problem-solving, and facilitation skills are a necessity
38. Must be able to build collaborative relationships with management, partners and peers and demonstrate a commitment to ‘customer’ delivery
39. Must be able to work effectively with little or no direction, demonstrating a high-level of autonomy and proactivity
40. Affinity to work in a highly energetic, flexible, and fast paced environment
41. Demonstrates honesty, truthfulness, trust, leadership, business ethics and compliance with principled actions
42. Ability to develop and sustain cooperative and productive partnerships
43. Recognizes and embraces the company mission to improve patients’ lives and actively supports this in daily work
44. Demonstrates “can do” and “will do” attitude and approach
45. Maintains good working relationships with all stakeholders both inside and outside the organization
46. Commitment to high quality and performance
47. Takes proactive measures in addressing challenging issues
Required/Preferred Education and Licenses
48. HS Diploma or equivalent is required
49. Some college-level course work is preferred