Strategic Executive Assistant to NA Leadership Team

Recordati; Bridgewater Township (NJ); Teletrabalho; USD 64 000 - 95 000; Tempo integral

Resumo da oferta

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.

Qualificações

• 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.

Responsabilidades

• 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.

Conhecimentos

Executive support

Calendar management

Travel coordination

Confidentiality

Formação académica

Bachelor's degree

Ferramentas

Microsoft Outlook

Word

PowerPoint

Excel

Teams

Descrição da oferta de emprego

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.