NYC Staffing
Executive Administrative Assistant, Medical Affairs and Outcomes Research
NYC Staffing, Jersey City, New Jersey, United States, 07310
Executive Administrative Assistant
The Executive Administrative Assistant (EAA) is responsible for providing comprehensive administrative, tactical and strategic coordination and office management for the Vice President, Medical Affairs and Outcomes Research (MAOR), as well as the Leadership Team for this function. The Leadership team consists of the key Leaders across Strategic Operations, Outcomes Research, Global Strategy and the US Lead. The EAA will provide intensive support to the Vice President, MAOR and Leadership Team while managing the day-to-day workflow and prioritizing various projects, which includes scheduling, contact management, preparing materials for meetings, and participating in a wide range of special projects. The EAA is responsible for exercising professional judgment in managing the team, with a strong focus on the awareness of the confidential nature of the information flowing in and out of the office. Work requires the coordination and performance of multiple tasks while understanding the project principles and technical skills related to own work assignments. Work priorities and activities are accomplished to a high standard with little supervision. Communication skills must be at a level to effectively interact with senior level Organon executives, ORD leaders and internal/external executives and key opinion leaders to maintain workflow. Produces/completes various work assignments requiring advanced analytical ability, independent judgment, creativity and problem-solving skills. Responsibilities: Oversee the coordination and updating of all MAOR org charts, providing up-to-date information on all staff and contractors. Support the MAOR Chief of Staff (CoS) with tracking assigned MAOR Priorities as well as supporting the execution of action plans. Strong collaboration with the International Admin Lead to ensure global consistency of all employee programs, initiatives and communications. Enforce fiscal stewardship across all projects and initiatives that you support. Verify use and enforce adherence to allocated budgets for travel, conference planning, or other identified activities for all MAOR Leaders. Manage multiple tasks and high-level projects while simultaneously managing day-to-day operations of the team. Maintain the VP MAOR and Leadership Team's schedule, including day-to-day and long-term management of meetings, projects, and priorities. Schedule all meetings and travel, including prioritizing meetings and communicating all relevant details to participants. Collaborate with stakeholders to plan and execute larger organizational conferences and meetings, whether remote or in person (e.g., staff meetings, town halls, regional meetings). Balance conflicting priorities to manage workflow, ensure the completion of essential projects, and meet critical deadlines. Ensure VP MAOR is prepared for upcoming appointments by gathering agendas or materials necessary for each meeting. Work with Organon Research and Development (ORD) Chief of Staff to collect and assemble information and slide preparation for presentations, projects and strategic planning. Handle phone, email and postal mail inquiries and respond timely appropriately. Draft and edit correspondence and PowerPoint presentations. Required Education, Experience and Skills: Bachelor degree or relevant experience in the administrative field. Eight to ten years' experience in as an executive assistant providing high-level support to management preferred. Skilled in all aspects of planning and project management, able to take an idea from concept to completion. A self-starter who can proactively manage priorities and independently resolve workstream priorities and planning. Proven organization and time management skills to complete a high volume of varied responsibilities in a fast-paced setting. Ability to adjust to constant/changing situations, to manage relationships with others and to maintain professional equipoise are all essential. Utilizes analytical skills and demonstrates a broad understanding of the business to effectively interpret and anticipate needs. Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction. Work effectively without constant and direct supervision or guidance. Attention to detail; high level of confidentiality; leadership skills; the ability to exercise initiative, and flexibility. Demonstrates flexibility and positive demeanor in the face of day-to-day challenges. Produces well thought-out, professional correspondence and communication tools (e.g., PowerPoint). Superb communication skills (oral and written) with a confident, concise, clear and compelling style. Excellent relationship builder; discretion, and diplomacy with all internal and external stakeholders with demonstrated ability to maintain confidential/sensitive information. Resourceful, strategic problem-solving ability with a fun, positive "can do" attitude and fun sense of humor. Proficient in all MS Office applications including, Word, Excel, PowerPoint. Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills.
The Executive Administrative Assistant (EAA) is responsible for providing comprehensive administrative, tactical and strategic coordination and office management for the Vice President, Medical Affairs and Outcomes Research (MAOR), as well as the Leadership Team for this function. The Leadership team consists of the key Leaders across Strategic Operations, Outcomes Research, Global Strategy and the US Lead. The EAA will provide intensive support to the Vice President, MAOR and Leadership Team while managing the day-to-day workflow and prioritizing various projects, which includes scheduling, contact management, preparing materials for meetings, and participating in a wide range of special projects. The EAA is responsible for exercising professional judgment in managing the team, with a strong focus on the awareness of the confidential nature of the information flowing in and out of the office. Work requires the coordination and performance of multiple tasks while understanding the project principles and technical skills related to own work assignments. Work priorities and activities are accomplished to a high standard with little supervision. Communication skills must be at a level to effectively interact with senior level Organon executives, ORD leaders and internal/external executives and key opinion leaders to maintain workflow. Produces/completes various work assignments requiring advanced analytical ability, independent judgment, creativity and problem-solving skills. Responsibilities: Oversee the coordination and updating of all MAOR org charts, providing up-to-date information on all staff and contractors. Support the MAOR Chief of Staff (CoS) with tracking assigned MAOR Priorities as well as supporting the execution of action plans. Strong collaboration with the International Admin Lead to ensure global consistency of all employee programs, initiatives and communications. Enforce fiscal stewardship across all projects and initiatives that you support. Verify use and enforce adherence to allocated budgets for travel, conference planning, or other identified activities for all MAOR Leaders. Manage multiple tasks and high-level projects while simultaneously managing day-to-day operations of the team. Maintain the VP MAOR and Leadership Team's schedule, including day-to-day and long-term management of meetings, projects, and priorities. Schedule all meetings and travel, including prioritizing meetings and communicating all relevant details to participants. Collaborate with stakeholders to plan and execute larger organizational conferences and meetings, whether remote or in person (e.g., staff meetings, town halls, regional meetings). Balance conflicting priorities to manage workflow, ensure the completion of essential projects, and meet critical deadlines. Ensure VP MAOR is prepared for upcoming appointments by gathering agendas or materials necessary for each meeting. Work with Organon Research and Development (ORD) Chief of Staff to collect and assemble information and slide preparation for presentations, projects and strategic planning. Handle phone, email and postal mail inquiries and respond timely appropriately. Draft and edit correspondence and PowerPoint presentations. Required Education, Experience and Skills: Bachelor degree or relevant experience in the administrative field. Eight to ten years' experience in as an executive assistant providing high-level support to management preferred. Skilled in all aspects of planning and project management, able to take an idea from concept to completion. A self-starter who can proactively manage priorities and independently resolve workstream priorities and planning. Proven organization and time management skills to complete a high volume of varied responsibilities in a fast-paced setting. Ability to adjust to constant/changing situations, to manage relationships with others and to maintain professional equipoise are all essential. Utilizes analytical skills and demonstrates a broad understanding of the business to effectively interpret and anticipate needs. Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction. Work effectively without constant and direct supervision or guidance. Attention to detail; high level of confidentiality; leadership skills; the ability to exercise initiative, and flexibility. Demonstrates flexibility and positive demeanor in the face of day-to-day challenges. Produces well thought-out, professional correspondence and communication tools (e.g., PowerPoint). Superb communication skills (oral and written) with a confident, concise, clear and compelling style. Excellent relationship builder; discretion, and diplomacy with all internal and external stakeholders with demonstrated ability to maintain confidential/sensitive information. Resourceful, strategic problem-solving ability with a fun, positive "can do" attitude and fun sense of humor. Proficient in all MS Office applications including, Word, Excel, PowerPoint. Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills.