Executive Assistant, North America

Recordati; Bridgewater Township (NJ); Remote; USD 64.000 - 95.000; Vollzeit

Zusammenfassung

Recordati Rare Diseases, Inc. in New Jersey seeks an experienced Executive Assistant to support two members of the North American Leadership Team, coordinating calendars, travel, and communications while maintaining discretion and strong organizational skills.

You will work closely with the Head of Finance and Administration, ensuring smooth operations, comprehensive meeting preparation, and effective cross-team collaboration across time zones.

Qualifikationen

• Five or more years of administrative experience, including direct support for senior leaders.
• Experience supporting multiple leaders and managing competing priorities.
• Experience in pharmaceutical, biotechnology, healthcare or another regulated environment preferred.
• Bachelor’s degree preferred, or an equivalent combination of education and relevant experience.
• Proficiency in Microsoft Outlook, Word, PowerPoint, Excel and Teams; familiarity with travel, expense and purchasing systems preferred.

Aufgaben

• Manage complex calendars, anticipate scheduling needs and resolve conflicts across domestic and international time zones.
• Coordinate internal and external meetings, including agendas, materials, meeting logistics and follow-up on agreed actions.
• Arrange domestic and international travel, prepare itineraries and process expense reports in accordance with company policies.
• Prepare and format correspondence, presentations and other business materials.
• Handle confidential business and employee information with discretion.
• Maintain effective working relationships with North American and global colleagues, external partners and other executive offices.
• Support the planning and execution of departmental meetings, offsites and other business events.
• Coordinate purchase orders, invoices and vendor documentation with Finance and Procurement, following established approval processes.
• Maintain organized records, shared resources and distribution lists, and support onboarding logistics for new team members.
• Provide administrative coordination for assigned projects, including tracking deadlines, gathering information and following up with stakeholders.
• Provide backup coverage for administrative colleagues and the Office Manager/Facilities during planned absences and periods of increased demand.
• Support essential office activities as needed, including visitor coordination, meeting room arrangements, supplies and vendor scheduling.
• Participate in cross-training and maintain clear handover documentation to ensure continuity of support.
• Help establish consistent administrative practices, shared resources and efficient ways of working across the administrative team.
• Work with the Head of Finance and Administration to prioritize requests and balance dedicated leadership support with shared coverage responsibilities.
• Act in full compliance with all laws, regulations, and policies including adverse events / pharmacovigilance responsibilities.
• Perform additional duties as may be assigned.

Kenntnisse

Executive support

Calendar management

Travel coordination

Confidentiality

Ausbildung

Bachelor's degree

Tools

Microsoft Outlook

Word

PowerPoint

Excel

Teams

Jobbeschreibung

At Recordati, we are united by a clear purpose: unlocking the full potential of life. With a century of history behind us, we are building the next chapter of our journey, continuing to grow while keeping patients at the centre of all we do.

What drives us is a shared belief that health, and the opportunity to live life to the full, should be within reach for everyone. This brings energy to our work, shaping how we support each other and show up every day. Our values – Better Together, Never Settle and Always Deliver – reflect this mindset, helping us to keep improving and make a meaningful difference.

Above all, these values bring to life our promise to everyone at Recordati, you can unlock your full potential. We know that people thrive when they can be themselves, are trusted and supported, and are given the opportunity to grow and make a meaningful contribution.

Are you ready to unlock your full potential?

This position is with Recordati Rare Diseases, Inc. (RRD), North America, an affiliate of Recordati.

Recordati Rare Diseases, Inc. (RRD) develops high-impact therapies for devastating rare diseases, focusing on providing often overlooked treatments to underserved communities in the U.S. Our mission is to mitigate the impact of rare diseases through increased awareness, improved diagnoses, and enhanced treatment availability, covering endocrinology, metabolic, and oncology franchises. RRD is dedicated to excellence, fostering a dynamic work environment that promotes professional growth and a significant impact on patients' lives.

Reporting Structure

Reports To: Vice President, Finance and Administration, North America
Direct Reports: None
Areas Managed: Administrative support to 2 members of the North American LeadershipTeam

Overview

The Executive Assistant provides administrative support to two members of the North American Leadership Team, helping them manage priorities, prepare for meetings and maintain effective coordination across the organization. Reporting to the Head of Finance and Administration, this individual also contributes to a shared administrative support model, providing backup coverage for other administrative colleagues and the Office Manager. The role requires sound judgment, discretion, attention to detail and a collaborative approach to supporting leaders and colleagues.

Essential Duties and Responsibilities

Executive Support

• Manage complex calendars, anticipate scheduling needs and resolve conflicts across domestic and international time zones.
• Coordinate internal and external meetings, including agendas, materials, meeting logistics and follow-up on agreed actions.
• Arrange domestic and international travel, prepare itineraries and process expense reports in accordance with company policies.
• Prepare and format correspondence, presentations and other business materials.
• Handle confidential business and employee information with discretion.
• Maintain effective working relationships with North American and global colleagues, external partners and other executive offices.

Department and Business Coordination

• Support the planning and execution of departmental meetings, offsites and other business events.
• Coordinate purchase orders, invoices and vendor documentation with Finance and Procurement, following established approval processes.
• Maintain organized records, shared resources and distribution lists, and support onboarding logistics for new team members.
• Provide administrative coordination for assigned projects, including tracking deadlines, gathering information and following up with stakeholders.

Shared Administrative and Office Support

• Provide backup coverage for administrative colleagues and the Office Manager/Facilities during planned absences and periods of increased demand.
• Support essential office activities as needed, including visitor coordination, meeting room arrangements, supplies and vendor scheduling.
• Participate in cross-training and maintain clear handover documentation to ensure continuity of support.
• Help establish consistent administrative practices, shared resources and efficient ways of working across the administrative team.
• Work with the Head of Finance and Administration to prioritize requests and balance dedicated leadership support with shared coverage responsibilities.
• Act in full compliance with all laws, regulations, and policies including adverse events / pharmacovigilance responsibilities.
• Perform additional duties as may be assigned.

Qualifications and Experience

• Five or more years of administrative experience, including direct support for senior leaders.
• Experience supporting multiple leaders and managing competing priorities.
• Experience in pharmaceutical, biotechnology, healthcare or another regulated environment preferred.
• Bachelor’s degree preferred, or an equivalent combination of education and relevant experience.
• Proficiency in Microsoft Outlook, Word, PowerPoint, Excel and Teams; familiarity with travel, expense and purchasing systems preferred.

Skills and Attributes

• Strong organizational skills, accuracy and reliable follow-through.
• Clear written and verbal communication and effective interpersonal skills.
• Sound judgment when handling sensitive information and changing priorities.
• Ability to anticipate needs, identify practical solutions and work independently.
• A responsive, collaborative approach and willingness to provide coverage across the administrative team.
• Confidence working with senior leaders and colleagues across functions, cultures and time zones

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Based upon job requirements, employee may be required at times to attend meetings including travel out of state over weekends and nights. Employee must be able to freely operate and travel by car and train/plane modes of transportation. Employee is required to have a valid driver’s license and means of transportation.

Physical Demands

The physical demands described here are representative of those required to successfully perform the essential functions of this position. The employee must be able to travel domestically and internationally, as business needs require. This position is primarily sedentary. The employee may occasionally move throughout office, meeting, or event locations and regularly operate a computer, telephone, and other office productivity equipment. The employee must be able to communicate effectively with internal and external stakeholders. Occasionally, the employee may be required to move or transport items weighing up to 25 pounds, with or without accommodations.

FLSA Classification:

Non-Exempt

Location/Travel

• Home Office Based – The location for this position is the RRD Headquarters office in NewJersey
• The position may require occasional travel up to 5% of the time.

EEO Statement

It is the policy of Recordati Rare Diseases to provide equal employment opportunity (EEO) to all persons regardless of race, color, religion, sex, sexual orientation, gender identity, or national origin. Further, Recordati Rare Diseases will not discriminate on the basis of any characteristic protected by federal, state, or local law. Recordati Rare Diseases will provide reasonable accommodate for qualified individual with disabilities

Disclaimer

The expected base salary range for this position is $64,000 to $95,000 per year. The actual salary offered will be determined based on job-related factors, including experience, qualifications, skills, internal equity, market conditions, and work location.

This position is eligible to participate in the company's annual performance-based incentive program, subject to the terms of the applicable plan. Eligible employees receive benefits including medical, dental, and vision coverage; a 401(k) plan with company contributions; life and disability insurance; paid time off and holidays; and paid and unpaid leave programs. Eligibility is subject to applicable plan terms and company policies.

At Recordati we believe in people! Inspired by our purpose - unlocking the full potential of life - we are committed to creating a diverse environment and cultivating a culture of inclusion. We strive to continually lead with our values and beliefs, enabling our employees to bring their whole selves to work and develop their potential.

We are proud to be an equal opportunity employer. We recruit, develop and reward without regard to, amongst others, gender, sexual orientation, gender identity or expression, national origin, age, physical or mental ability, race, ethnicity, political or religious belief.