Senior Executive Assistant Jobs

Overview

We are currently searching for a skilled professional to join a well-known client’s team as a Senior Executive Assistant in King of Prussia, Pennsylvania. This hybrid onsite and remote role will support the EVP, Research and Development and facilitate a broad range of administrative and office-related duties that are highly sensitive and/or have confidential information in a very high-paced environment. If you are a career-focused professional, this is the role for you.

Responsibilities

• Review material for manager approval for typographical accuracy, format, conformance with procedures, internal consistency, and ensure proper approvals have been obtained before releasing correspondence
• Gather, prepare, review, and maintain documents relating to department budget/staff administration
• Performs other related duties as assigned
• Coordinate timely communication of requests, issues, complaints, problems, and other action items to the appropriate manager
• Organize, prioritize, and summarize the content of incoming materials, specially gathered information, special requests, reports, and meetings
• Arrange and coordinate domestic and international travel, meetings, conference calls, and related scheduling (including last minute changes)
• Anticipate and prepare daily schedule of executive's meetings/priorities
• Follow up on meeting action items and/or with management staff on completion/status of projects assigned by the executive
• Ensure the most efficient use of executives’ time
• Complete and submit complex expense reports, word processing of letters, contracts, and other documents
• Maintain confidentiality (of all corporate, personnel, and research matters), professional demeanor, and current professional memberships/subscriptions
• Prepare reports for presentation to executive management and/or the Board of Directors
• Manage and coordinate vendor invoicing, telephone coverage, faxing, scanning, and photocopying of documents
• Initiate and/or schedule department meetings on behalf of executive
• Process and distribute inbound and outbound mail
• Prepare agenda after collecting information for use in discussions/meetings of executive staff and outside individuals
• Order and maintain office supplies

Experience

• Ability to set flexible working hours to reflect disparate time zones that must be accommodated from time to time
• Demonstrated experience as a trusted partner with ability to maintain confidentiality and use discretion in daily work
• Strong ethical commitment
• Good problem-solving, time-management, and organizational skills
• Ability to balance, prioritize, and perform multiple important tasks
• Self-directed, proactive, dependable, and accountable for individual results
• Proficient in Microsoft Office software suite (Outlook, Word, Power Point, Excel), Adobe Acrobat, Ariba, SAP, and/or Concur
• Ability to quickly adapt to new programs
• Minimum of 5 years of administrative support experience required, within pharmaceutical industry preferred
• Demonstrated experience showing tact and diplomacy when interacting with all levels of management as well as external contacts
• Strong emotional intelligence
• Excellent and succinct verbal/written communication skills
• Strong ability to forecast unforeseen challenges for high level executives

EDUCATION

• Bachelor’s Degree or Technical College degree desired
• Minimum of High School Diploma or equivalent vocational or technical training required

To Be a Best-fit Your Strengths Must Include

• Credible. Thorough understanding of clinical methodologies and providing sound analytical support, you quickly establish credibility as a reliable resource.
• Personable. You establish and nurture highly effective relationships with colleagues and key stakeholders that support and advance project goals and objectives.
• Ability to work independently and with a team: You will be collaborating and often contributing to discussions amongst internal teams; you also work effectively without a lot of support or structure.
• Problem-Solvers. As an action-oriented self-starter, you’re eager to apply your expertise in diagnosing inefficiencies, determining root causes, and recommending solutions to complex challenges.
• Organized. You’re an efficient time-manager and can handle the pressure of meeting multiple strict deadlines.
• Strong Communicator. You will have extensive correspondence that relies on you being conversant in regulatory guidelines and clinical terminology.

About Advanced Clinical

Advanced Clinical is a clinical development and strategic resourcing organization committed to providing a better clinical experience across the drug development journey. Our goal is to improve the lives of all those touched by clinical research – approaching each opportunity with foresight, character, resilience, and innovation. Based on decades of experience, we help our clients achieve better outcomes by conducting candid conversations and anticipating potential issues through our customized solutions

Regarding your application

Please know that every completed application is carefully reviewed by the Advanced Clinical recruitment team. We understand the time commitment that is needed to prepare an application, so we respect your effort by thoughtfully reviewing and responding to each application. In return, we ask for your patience as careful review takes time, and we may not be able to respond to every application immediately.

Equal Employment Opportunity

It is Advanced Clinical’s practice not to discriminate against any employee or applicant because of sex, race, color, age, national origin, religion, gender, gender identity/expression, sexual orientation/sexual preference, pregnancy/maternity, genetic information, marital status, physical/mental disability, medical condition, military/veteran status, or any other basis protected by applicable federal, state, or local law. If you have a disability or handicap and would like us to accommodate you in any reasonable way, please inform your recruiter so that we can discuss the appropriate alternatives available. 506698