Executive Assistant To The Ceo

Requisition ID: 62734

Date: Aug 7, 2023

Location: Exton, Pennsylvania, US

Department: General Management

Description:

At West, we’re a dedicated team that is connected by a purpose to improve patient lives that has been at the center of our Company for more than a century. Our story began when Herman O. West solved the problem of supplying penicillin in mass quantities to the US Government during World War 2. Through our work to deliver thousands of life-saving and life-enhancing injectable medicines to millions of patients daily, West’s indelible mark on the healthcare industry has just begun. A name started our story. How will yours help write our future?

There’s no better place to join an inclusive community of professionals with opportunities for lifelong learning, growth and development. Supported by benefit programs, we empower the physical, mental, emotional and financial health of our team members and their families.

We believe in giving back to help those in need in the communities where we live and work. And are equally committed to creating a healthier environment and planet through our sustainability efforts.

This is a hybrid role with a minimum of 4 days per week in office. Candidate must reside within 50 miles of the Exton, PA location.

Job Summary:

The Executive Assistant to the Chief Executive Officer (CEO) provides executive support in a one-on-one working relationship. They play a pivotal role in providing administrative and organizational support to the CEO. Executive Assistant to the CEO serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. They manage the CEO’s office operations, maintain efficient communication channels, and coordinates various administrative tasks to ensure smooth functioning of the CEO’s office. In addition, he Executive Assistant to the CEO also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects in a role that is fast paced and deals with a wide variety of matters that are both sensitive and confidential. This role requires a high level of professionalism, confidentiality, attention to detail, and excellent communication skills.

Essential Duties and Responsibilities:

• Provides leadership to build relationships crucial to the success of the organization, and
• Assists in preparing the agenda of senior management team meetings, preparing presentations, and briefing materials for the CEO.
• Commitments and responsibilities, following up appropriately. Acts as a "barometer," having a
• "gatekeeper" role, creating win-win situations for direct access to the CEO's time and office by answering phones, fielding calls and taking detailed messages.
• Conducts research and gathers information on specific topics as requested by the CEO.
• Participates as an adjunct member of the Senior Leadership Team including assisting in scheduling, attending meetings, taking detailed minutes, distributing them to relevant parties, and designates and follows up on assigned action items.
• Manages a variety of special projects for the President, some of which may have organizational impact.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Sense for the issues taking place in the environment and keeping the CEO updated.
• Assists the CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments, meetings and conferences; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
• Works closely and effectively with the CEO to keep him/her well informed of upcoming
• Prepares and reviews documents, reports and presentations for the CEO, ensuring accuracy and quality.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service & response.
• Communicates with the general staff on the CEO's behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the senior leadership team. Provide a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Acts as a liaison between the CEO and internal/external stakeholders, including board members, senior executives, clients, and other business partners.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Plans, coordinates, and ensures the CEO's schedule is followed and respected. Provides

Basic Qualifications:

• 8+ years of experience required
• Bachelor’s degree required
  • Business administration, communication, or related field preferred
• Business administration, communication, or related field preferred

Preferred Knowledge, Skills and Abilities:

• Strong attention to detail and accuracy in all aspects of work.
• Proven experience as an executive secretary, personal assistant, or similar role supporting C-level executives.
• Ability to maintain a high level of confidentiality and discretion in handling sensitive information.
• Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively.
• Strong professional presence and the ability to represent the CEO and the organization effectively.
• Proactive and resourceful problem-solving skills, with the ability to anticipate needs and provide timely solutions.
• Excellent written and verbal communication skills, including strong editing and proofreading abilities.
• Proficient in using productivity tools, such as MS Office suite (Word, Excel, PowerPoint) and email management systems.
• Excellent interpersonal skills and the ability to interact professionally with individuals at all levels, both internally and externally.
• Flexibility and adaptability to changing priorities and work demands.

Travel Requirements:

• Must be able to travel up to 5% of the time (up to 13 business days per year)

Physical and Mental Requirements:

• Sedentary - exerting up to 10lbs/4kgs of force occasionally, and/or negligible amount of force frequently or constantly to life, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met

West is an equal opportunity employer and we value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sex, gender identity, sexual orientation, age, marital status, veteran status, or disability status. If you have a special need that requires accommodation in order to apply to West, please send an email to [email protected]. Where permitted by law, an offer of employment with West Pharmaceutical Services, or any of its subsidiary or affiliate companies, is contingent upon the satisfactory completion of background screening and/or a pre-employment drug screening.