Executive Assistant

Jazz Pharmaceuticals; Palo Alto (CA); Hybrid; USD 78,000 - 116,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401k retirement savings plan

Flexible paid vacation

Job summary

Jazz Pharmaceuticals, a global biopharma company, seeks an Executive Assistant to support multiple senior leaders in a hybrid role requiring 2-3 days on-site per week in San Diego, CA. You will coordinate calendar activities, prepare materials for meetings, and manage travel expenses with Concur, delivering polished PowerPoint presentations under tight deadlines.

You will work across time zones, handle confidential information with integrity, and collaborate with teams to drive projects and

Qualifications

• 5+ years of executive or administrative support experience required.
• Strong project management skills.
• Ability to multi-task and prioritize tasks.
• Strong collaboration and communication skills.
• High attention to detail with confidential information.
• Experience with Concur for travel and expenses.
• Hybrid role in San Diego; commutable distance required.
• HS Diploma required; Bachelor's preferred.

Responsibilities

• Coordinate activities for senior leaders across time zones.
• Schedule and organize meetings and events, including off-site sessions.
• Maintain and complete expense reports for leaders.
• Manage contracts, purchase orders and invoices for department vendors.
• Prepare materials for team meetings, board meetings, and updates.
• Support special projects and work independently or in teams.
• Create professional PowerPoint presentations under tight deadlines.
• Coordinate employee engagement and internal conferences as needed.

Skills

Administrative support

Project management

Multitasking

Collaboration

Attention to detail

Communication

Confidential information handling

Time management

Zoom/Microsoft Teams familiarity

Education

HS Diploma

Bachelor's degree preferred

Tools

Concur

Zoom

Microsoft Teams

Job description

Jazz Pharmaceuticals is a global biopharma company whose purpose is to innovate to
transform the lives of patients and their families. We are dedicated to developing
life-changing medicines for people with serious diseases - often with limited or no
therapeutic options. We have a diverse portfolio of marketed medicines, including leading
therapies for sleep disorders and epilepsy, and a growing portfolio of cancer treatments.
Our patient-focused and science-driven approach powers pioneering research and development
advancements across our robust pipeline of innovative therapeutics in oncology and
neuroscience. Jazz is headquartered in Dublin, Ireland with research and development
laboratories, manufacturing facilities and employees in multiple countries committed to
serving patients worldwide. Please visit www.jazzpharmaceuticals.com for more information.

This is a hybrid role, requiring 2-3 days per week on-site in San Diego, CA.

Essential Functions/Responsibilities

The Executive Assistant will ensure the team runs smoothly, efficiently and professionally, coordinating all activities including, but not limited to:

• Highly effective communication skills and prioritization of tasks and activities to support multiple senior leaders; will require extensive check-ins and updates with each leader to ensure all work is being coordinated

• Ability to work across multiple time zones to support team members

• Schedule and organize individual and team department activities including meetings and large group events; includes off-site department meetings, POA meetings, and others that arise

• Maintain and complete expense reports for leaders

• Manage contracts, purchase orders and invoices for department vendors

• Collaborate and support team to prepare materials for team meetings, board meetings, department updates etc.

• Work independently and within teams on special and ongoing projects

• Advanced proficiency in PowerPoint with a keen eye for visual layout, slide design, and the ability to draft, format, and finalize professional presentations under tight deadlines.

• Other duties as assigned and important to the team operations

• Manage and/or coordinate projects as assigned (e.g. employee engagement, large internal conferences, off-site meetings, etc.)

Required Knowledge, Skills, and Abilities

• 5+ years of experience in Administrative or Executive support function required

• Strong project management skills

• Demonstrated ability to multi-task and prioritize work

• Strong collaboration skills

• High attention to detail

• Knowledgeable in driving process/quality improvement efforts

• Exceptional organizational and communication skills

• Ability to function independently and under pressure

• Familiarity with Concur for travel and expense reporting

• High level of integrity and ability to appropriately manage sensitive, confidential information

• Ability to learn quickly, flexibility, enthusiasm, and a proactive approach to departmental support.

• Strong interpersonal, time management, and organizational skills

• Familiar with virtual communications systems such as Zoom, Microsoft Teams, etc.

• Location: Hybrid (San Diego, CA)- Must live within a commutable distance of the San Diego office to support scheduled on-site days.

Required/Preferred Education and Licenses

• HS Diploma is required

• Bachelor's Degree or equivalent in a relevant field is preferred

Jazz Pharmaceuticals is an equal opportunity/affirmative action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any characteristic protected by law.

FOR US BASED CANDIDATES ONLY

Jazz Pharmaceuticals, Inc. is committed to fair and equitable compensation practices and we strive to provide employees with total compensation packages that are market competitive. For this role, the full and complete base pay range is: $77,600.00 - $116,400.00

Individual compensation paid within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, and other pertinent factors. The goal is to ensure fair and competitive compensation aligned with the candidate's expertise and contributions, within the established pay framework and our Total Compensation philosophy. Internal equity considerations will also influence individual base pay decisions. This range will be reviewed on a regular basis.

At Jazz, your base pay is only one part of your total compensation package. The successful candidate may also be eligible for a discretionary annual cash bonus or incentive compensation (depending on the role), in accordance with the terms of the Company's Global Cash Bonus Plan or Incentive Compensation Plan, as well as discretionary equity grants in accordance with Jazz's Long Term Equity Incentive Plan.

The successful candidate will also be eligible to participate in various benefits offerings, including, but not limited to, medical, dental and vision insurance, 401k retirement savings plan, and flexible paid vacation. For more information on our Benefits offerings please click here: https://careers.jazzpharma.com/benefits.html.