Senior Manager, Office of the CEO

Jazz Pharmaceuticals; California; Remote; USD 120.000 - 180.000; Vollzeit

Zusammenfassung

Jazz Pharmaceuticals is seeking a Senior Manager, Office of the CEO to act as the CEO’s senior executive support partner, maximizing time, readiness, and responsiveness while coordinating with the Chief of Staff and Board activities.

The role encompasses strategic calendar management, meeting preparation, travel planning, and cross-functional collaboration across global sites; remote work with periodic travel to Jazz U.S. offices.

Qualifikationen

• Minimum of 10 years in a C-suite or senior administrative role.
• Experience in biotechnology or pharmaceutical environment preferred.
• Strong written and verbal communication.
• Ability to work across time zones and with global teams.

Aufgaben

• Strategic calendaring and board meeting coordination.
• CEO meeting readiness and briefing materials.
• Executive communications and follow-through for CEO commitments.
• Global travel planning for domestic and international trips.
• Expense and procurement management for the Office of the CEO.
• Maintain organizational charts and team resources.
• Collaborate with Chief of Staff and Operations for Executive Committee meetings.

Kenntnisse

Executive calendar management

Travel planning

Board coordination

Cross-functional collaboration

Discretion and confidentiality

Ausbildung

College degree

Tools

Microsoft Outlook

Microsoft Office

OneNote

Zoom

Jobbeschreibung

Senior Manager, Office of the CEO

The Senior Manager, Office of the CEO serves as the CEO’s senior executive support partner, with primary responsibility for maximizing the CEO’s time, readiness, responsiveness, and effectiveness. As an integral member of the Office of the CEO, this role also provides administrative and operational support to the Chief of Staff and contributes to the effective execution of broader Office of the CEO priorities, including Executive Committee and Board activities. Exercising exceptional judgment and discretion, the Senior Manager oversees complex calendars, travel, meeting preparation, commitments, and day-to-day information flow while partnering across the Office to anticipate needs, coordinate priorities, and ensure seamless execution. This is primarily a remote position; however, regular travel and residence within commuting distance of a Jazz U.S. office are required to support in-person business needs. This reports to the CEO.

Essential Functions

• Strategic Calendaring: Manage the CEO’s schedule efficiently and strategically, applying critical thinking to protect time for shifting priorities and meeting preparation, including external board obligations. Schedule Executive Committee meetings (weekly, monthly, and quarterly), Board meetings, and Board committee meetings.
• CEO Meeting Readiness: Anticipate and coordinate all aspects of meeting preparation, including clarifying objectives, protecting meeting preparation time, confirming logistics, and partnering with the Chief of Staff to secure pre-reads and briefing materials, ensuring the CEO is fully prepared for every meeting and engagement.
• Executive Communications and Follow-Through: Triage requests and correspondence directed to the CEO, identify matters requiring immediate attention, coordinate timely responses with appropriate partners, and record the CEO’s commitments and follow-up actions in the team’s tracking system (Microsoft To Do).
• Coordination: Coordinate with designated contacts to ensure relevant business travel and commitments are reflected across the CEO’s calendars and, on occasion, assist with scheduling adjustments necessitated by changing business priorities.
• Global Travel Planning: Prepare detailed itineraries and coordinate all aspects of domestic and international travel, including airfare, hotels, car services, and office or desk space at Jazz locations for the CEO and Chief of Staff. Support the Chief of Staff in identifying and coordinating meaningful in-person connections between the CEO and employees while traveling.
• Board Meeting and Director Support: Partner with the Director of Operations and third-party providers to support Board director travel, lodging, dinner reservations, and expense reimbursement. Coordinate meeting availability and communications with directors and their executive assistants and provide scheduling and travel support as needed.
• Board Content: Support the upload and organization of Board meeting materials, including managing document permissions and uploading and linking approved materials, as appropriate.
• Expense Management: Prepare and submit expense reports for the CEO and Chief of Staff within the 30-day period required by policy. Follow up with the CEO’s direct reports regarding aging, unsubmitted transactions.
• Procurement Management: Manage the end-to-end process for relevant purchase requisitions, purchase orders, statements of work, check requests, and invoice submission and approval for the Office of the CEO.
• Organizational Maintenance: Maintain organizational charts, email distribution lists, and other team resources for the Office of the CEO.
• Collaboration: Partner closely with the Chief of Staff and Director of Operations, as well as administrative and Global Workplace professionals across sites and time zones, to provide consistent global support for Executive Committee meetings and other Office of the CEO priorities.
• Team Management: Maintain and actively use team organization and workflow tools, including OneNote and Microsoft To Do.
• Travel Expectations: Travel to up to six meetings per year, potentially including international travel, to support the CEO and the broader Office of the CEO.
• Team Support: Provide backup support to other members of the Office of the CEO, as needed.

Qualities for Success

• Accountability: Takes ownership of commitments and outcomes, follows through reliably, and promptly addresses or escalates issues.
• Attention to Detail: Maintains exceptional accuracy and organization, ensuring that details, materials, and logistics are complete and reliable.
• Critical Thinking: Evaluates requests, circumstances, and trade-offs thoughtfully; makes sound decisions independently and recognizes when guidance or escalation is needed.
• Responsiveness: Operates with urgency in a fast-paced CEO office environment and responds quickly and thoughtfully to prioritize, act on, or elevate time-sensitive matters.
• Creativity: Develops practical, creative approaches to challenges and improves how work is planned and executed, whether working independently or collaboratively.
• Proactivity and Autonomy: Anticipates needs, stays several steps ahead, and uses available networks and resources to act independently. Identifies more efficient and effective ways for the CEO and Office of the CEO to operate.
• Enterprise Mindset and Business Acumen: Demonstrates curiosity about the business, asks thoughtful questions to build context, and understands how priorities, decisions, and relationships connect across the organization. Applies that understanding to anticipate needs, engage the right stakeholders, and support the CEO effectively.
• Company Stewardship: Treats every individual with kindness, respect, and professionalism, regardless of role or level. Represents the Office of the CEO with humility and consistent alignment to Jazz values, using the access and influence associated with the role responsibly.
• Discretion: Maintains confidentiality and exercises discretion in all interactions, communications, and decisions.
• Growth Mindset: Seeks feedback, embraces new approaches, and continuously learns and develops to increase effectiveness in the role.
• Confidence to Constructively Challenge: Raises concerns and constructively challenges peers and senior leaders when needed to protect the CEO’s time and improve the effectiveness of the office.
• Prioritization: Distinguishes the most important and time-sensitive matters, manages competing demands, and continually seeks to protect and create time for the CEO’s highest-value priorities.

Required Knowledge, Skills, and Abilities

• Minimum of 10 years of professional experience in a C-suite or senior-level administrative role supporting one or more senior executives.
• Ability to thrive in a fast-paced environment; experience in a biotechnology or pharmaceutical company is preferred.
• Experience working in an international organization.
• Ability to prioritize and manage multiple tasks, work effectively with little or no direction, and build collaborative relationships with leaders, partners, and peers.
• Self-starter who is resourceful, leverages networks, proactively seeks information, and solves problems effectively.
• Ability to work, collaborate, and communicate effectively in remote and hybrid environments.
• Ability to provide flexible support across global time zones and, when business needs require, outside standard working hours.
• Effective written and oral communication skills.
• Strong interpersonal and facilitation skills, with the ability to interact with Board members and executives with ease.
• Strong self-awareness and commitment to ongoing development to increase autonomy and proactivity in the role.
• Ability to work in a highly energized, flexible, and fast-paced environment.
• Project management skills or certification preferred.

Preferred Education and Licenses

• College degree strongly preferred.
• Proven proficiency in Microsoft Outlook, Teams, Word, Excel, OneNote, PowerPoint, and Zoom
• Living within commuting distance of a Jazz U.S. office: Philadelphia, PA; Carlsbad, CA; or Palo Alto, CA is required and being able to work onsite as business needs require.