Executive Assistant

Jazz Pharmaceuticals; San Diego (CA); Hybrid; USD 78,000 - 116,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

401k plan

Paid vacation

Job summary

Jazz Pharmaceuticals in San Diego is seeking an Executive Assistant to support senior leaders, coordinating across multiple time zones, scheduling meetings, managing expenses, contracts, and preparing meeting materials.

The role requires 5+ years of admin or executive support, strong project management, and excellence in organization and communication. Hybrid work environment with 2–3 on-site days in San Diego; HS diploma required, Bachelor’s preferred.

Qualifications

• 5+ years of experience in Administrative or Executive support function required.
• Strong project management skills required.
• Demonstrated ability to multi-task and prioritize work.
• Strong collaboration skills and attention to detail.
• Exceptional organizational and communication skills required.
• Ability to handle sensitive and confidential information.
• Familiar with virtual communications systems (Zoom, Teams).
• Hybrid working arrangement in San Diego, CA.

Responsibilities

• Coordinate activities for multiple senior leaders; provide updates and check-ins.
• Support across multiple time zones to assist team members.
• Schedule and organize department meetings, including off-site events and board meetings.
• Process expense reports for leaders and manage contracts, purchase orders, and invoices.
• Prepare materials for team meetings, board meetings, and department updates.
• Work independently and in teams on special projects.
• Create professional PowerPoint presentations under tight deadlines.
• Coordinate projects such as employee engagement and large internal conferences.

Skills

Executive support

Project management

Time management

Collaboration

Communication skills

Attention to detail

Discretion

Interpersonal skills

Education

High School Diploma

Bachelor's degree preferred

Tools

Concur (travel & expense)

Zoom

Microsoft Teams

PowerPoint

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.