Executive Assistant to US President

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Summary                                                                                                                              

  • The Executive Assistant:  Provides high-level administrative support to President.
  • Handles details of a highly confidential and critical nature.
  • Collects and prepares information for use in discussions/meetings of executive staff and outside individuals.  Makes high-level contacts of a sensitive nature inside and outside the company.
  • Maintains partnerships with executives within and outside the company, customers, vendors, visitors.
  • Working knowledge of company operations, policies and procedures required.

Specific Duties

The specific duties assigned to the Executive Assistant are as follows:

  • Interacts with internal and external customers/guests, executives and employees via phone, email or in person
  • Provide high-level administrative support to President, NA.
    • Calendar management
    • Domestic and International Travel coordination (including air, ground, hotel)
    • Expense Reporting
    • Creates, maintains and distributes meeting materials and commonly referenced documents (NA Leadership Team and Executives at corporate office), as required
      • Agendas
      • Organizational Charts
      • Presentations
      • Instructional Guides
      • Meeting minutes
  • Resolves problems that require in-depth knowledge of company policies and procedures, and projects in progress
  • Schedules meetings, manages logistics, AV and materials at meetings
  • Vendor management of estimates, statements of work, POs and invoicing
  • Manages incoming calls, mail, and faxes to determine their significance and how best to address them.
  • Demonstrates continuous effort to improve operations, streamline work processes, and work cooperatively with staff
  • Liaise with local/statewide organizations in regards to memberships and offerings
  • Maintains confidential files
  • Other duties as assigned to ensure and maintain continuity of the office

Education, Experience, Special Skills and Other Requirements

  • Bachelor’s degree and minimum 5-7 years progressively responsible executive level administrative experience; or equivalent combination of education and experience
  • Excellent oral and written communication skills must be demonstrated
  • Strong prioritization and organizational skills and ability to balance multiple simultaneous projects with ability to work independently and proactively
  • Ability to work with all levels of employees and handle sensitive and confidential information with tact, diplomacy and discretion
  • Ability to work in a diverse global environment and build positive relationships with company executives, their administrative staff
  • Ability to follow through on delegated assignments and influences others
  • Strong past partnerships with vendors and outside partners demonstrating ability to maintain cohesive and productive relationships and outcomes
  • Experience in the pharmaceutical industry is a definite asset
  • Attention to detail and proficiency in Microsoft Office applications (e.g., Word, PowerPoint, Excel and Outlook) required
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