Executive Administrative Assistant

Jobtailor; New Jersey; On-site; USD 70,000 - 90,000; Full time

Job summary

Jobtailor in New Jersey seeks an experienced administrative professional to support the VP, Quality, Advanced Therapies, and the Quality Platform. You will manage complex calendars, coordinate global travel, maintain SharePoint and collaboration tools, prepare reports, and handle confidential information.

This role requires discretion and exceptional organization in a fast-paced environment. Strong collaboration with internal and external stakeholders is essential, along with the ability to

Qualifications

• High school diploma or equivalent is required.
• A minimum of 4 years of experience in an administrative capacity supporting senior management is required.
• Strong organizational skills and attention to detail.
• Ability to prioritize, maintain confidentiality, and operate in a high-profile environment.
• Excellent communication skills.
• Strong leadership, interpersonal, teamwork, analytical, and problem-solving skills.
• Sound judgment and discretion with the ability to handle complex situations.
• Experience supporting a large organization is highly desired.
• Experience with SharePoint, Teams, Ariba, and Concur.
• Ability to coordinate domestic and international travel, meetings, and events.

Responsibilities

• Provide advanced administrative support to the Vice President, Quality, Advanced Therapies, and the Quality Platform – Advanced Therapies leadership team.
• Manage a dynamic global calendar and prioritize commitments.
• Coordinate complex domestic and international travel and related logistics.
• Serve as liaison between the VP and internal/external stakeholders, ensuring timely communication and follow-up.
• Maintain SharePoint, Teams, and other collaboration platforms for document management and communication.
• Prepare presentations, reports, and data visualizations.
• Handle sensitive information confidentially and accurately.
• Organize and execute large-scale U.S. and global meetings and events, including hybrid formats.
• Manage agendas, action items, and concise meeting summaries.
• Process invoices, expense reports, and procurement requests using systems such as Ariba and Concur.
• Manage office resources and vendor relationships.
• Support special projects and initiatives aligned with organizational priorities.
• Draft and edit correspondence and portal communications.
• Manage distribution lists and digital communication channels.

Skills

Calendar Management

Travel Coordination

Document Management

Communication Skills

Leadership Skills

Interpersonal Skills

Organizational Skills

Attention to Detail

Problem-Solving Skills

Confidentiality

Vendor Management

Education

High school diploma or equivalent

Tools

SharePoint

Teams

Ariba

Concur

Job description

• Provide advanced administrative support to the Vice President, Quality, Advanced Therapies, and the Quality Platform – Advanced Therapies leadership team


• Manage a dynamic global calendar and prioritize commitments


• Coordinate complex domestic and international travel and related logistics


• Serve as liaison between the VP and internal/external stakeholders, ensuring timely communication and follow-up


• Maintain SharePoint, Teams, and other collaboration platforms for document management and communication


• Prepare presentations, reports, and data visualizations


• Handle sensitive information confidentially and accurately


• Organize and execute large-scale U.S. and global meetings and events, including hybrid formats


• Manage agendas, action items, and concise meeting summaries


• Process invoices, expense reports, and procurement requests using systems such as Ariba and Concur


• Manage office resources and vendor relationships


• Support special projects and initiatives aligned with organizational priorities


• Draft and edit correspondence and portal communications


• Manage distribution lists and digital communication channels

Requirements

• High school diploma or equivalent is required


• A minimum of 4 years of experience in an administrative capacity supporting senior management is required


• Strong organizational skills and attention to detail


• Ability to prioritize, maintain confidentiality, and operate with patience and integrity in a complex, high-profile, rapidly changing environment


• Excellent communication skills


• Strong leadership, interpersonal, teamwork, analytical, and problem‑solving skills


• Sound judgment and discretion, with independent ability to assess and resolve complex situations and shift priorities


• Ability to anticipate executive needs and collect or prepare information for executive review and action


• Experience supporting a large organization is highly desired


• Experience with SharePoint, Teams, Ariba, and Concur


• Ability to coordinate domestic and international travel, meetings, and events

Core Competencies

Demonstrates advanced administrative support capabilities, including managing complex calendars, coordinating travel logistics, and maintaining effective communication with stakeholders. Proficient in document management and collaboration tools, with a strong focus on confidentiality and organizational priorities.

Highest-signal resume keywords

• Calendar Management


• Travel Coordination


• Document Management


• Communication Skills


• Leadership Skills

ATS Optimization Keywords

Hard Skills

• Administrative Support


• Data Visualization


• Invoice Processing


• Expense Reporting


• Meeting Coordination

Soft Skills

• Organizational Skills


• Attention to Detail


• Problem‑Solving Skills


• Interpersonal Skills


• Sound Judgment

Industry Keywords

• Executive Support


• Vendor Management


• Confidentiality


• Large Organization Experience

Tools & Technologies

• SharePoint


• Teams


• Ariba


• Concur