Administrative Assistant

Overview

This role involves providing high-level administrative support to senior executives, specifically SVP and VP leaders, in the Cyber Security Office operating within a fast-paced and global setting. The Administrative Assistant will serve as a trusted collaborator, offering structure, discretion, strategic planning, and sound judgment to effectively manage complex priorities and help the leadership team function smoothly with internal and external parties.

Key Responsibilities

• Manage intricate calendars and arrange meetings spanning multiple time zones, ensuring senior leaders’ engagements are effectively prioritized and organized.
• Oversee logistics and technical support for meetings, including managing Teams platforms, audio/visual setups, connectivity, and projection.
• Organize various meetings, leadership forums, and events, handling planning, logistics, and stakeholder coordination with meticulous attention.
• Communicate with internal and external stakeholders to confirm event details, implement plans, address issues, and maintain progress momentum.
• Draft agendas, compile meeting materials, record minutes when needed, and clearly communicate outcomes and action points.
• Arrange both domestic and international travel in compliance with company policy, covering flights, rail, accommodations, and local transportation.
• Efficiently handle a heavy workload by prioritizing tasks, monitoring deadlines, triaging incoming requests, and delivering accurate results under time constraints.
• Manage comprehensive senior leadership expense reporting with a focus on timely, precise, and policy-compliant submissions.

Candidate Profile

Mandatory Qualifications:

• At least 5 years’ experience as an administrative assistant, with a history of supporting C-suite or equivalent top executives in a large, global, multi-time zone organization.
• Strong proficiency in Microsoft Office tools including Outlook, Word, Excel, PowerPoint, OneNote, and Teams, with an ability to quickly adapt to new software and systems.
• Excellent organizational, planning, and prioritization abilities, with a talent for forecasting needs, managing deadlines, and performing accurately under pressure.
• Proven resilience, flexibility, and sound judgment in balancing competing priorities, responding to urgent requests, and adjusting to the demands of a high-level leadership team.
• Confident and professional communication skills suitable for engaging with senior leaders, internal partners, external contacts, and other administrative personnel globally.
• A collaborative and supportive team member who builds strong relationships across departments and regions, fostering a positive team environment and aiding collective success.
• Demonstrated ability to take initiative and apply practical problem-solving skills in high-pressure environments, including risk identification and issue resolution.
• High standards of accountability, integrity, and confidentiality when managing sensitive information and executive priorities.
• Strong cultural awareness and adaptability to operate efficiently within a complex, international matrix organizational structure.
• Maintains respectful and professional conduct in all interactions with colleagues, stakeholders, and external partners.

Preferred Qualifications:

• Associate degree or equivalent combination of relevant education and professional experience.
• Advanced Microsoft 365 expertise, particularly with Outlook, Teams, PowerPoint, Excel, OneNote, and SharePoint to enhance executive productivity.
• Experience supporting senior executives in global, matrixed, or highly regulated organizations.
• Background in coordinating projects involving tracking actions, deadlines, dependencies, risks, and decisions with diverse stakeholders.
• Experience planning and coordinating complex meetings, leadership gatherings, events, and executive briefings involving multiple internal and external parties.
• Ability to identify and implement process improvements that streamline administrative tasks and boost team efficiency.

Compensation and Benefits

The anticipated annual base salary for this position ranges between $59,700 and $99,500, reflecting factors such as work location, candidate skills, education, and experience. The role also includes eligibility for an annual bonus and participation in a share-based long-term incentive program in alignment with the role's level. Additional benefits comprise health and insurance coverage for employees and their families, retirement plans, paid holidays and vacations, and parental, caregiver, and medical leave.

Additional Information

This position is based in Philadelphia, PA, within the US headquarters of a leading global biopharma company focused on innovation in specialty medicines and vaccines. The employer is committed to diversity and equality and provides accommodations for applicants as needed. Employment agencies must obtain written authorization prior to submitting candidates. Compliance with federal and state regulations is upheld, especially regarding expense disclosures for US-licensed healthcare professionals.