Executive Assistant, Global Commercial Org

Brief Description:

The Executive Assistant, Global Commercial Organization will provide administrative and operational support to a global leadership team in the Commercial business. This role is designed to support multiple leaders and team members rather than serving as a traditional 1:1 Executive Assistant. This Executive Assistant role will work as an integral member of the Jazz Global Commercial Organization (GCO) team. This position is accountable for providing comprehensive administrative support to the Chief Medical Affairs Officer (CMAO) and select members of the Global Commercial Leadership Team (GCLT).

The position focuses primarily on coordinating team operations including complex calendar management across multiple time zones (UK, East Coast, and West Coast), domestic and international travel arrangements, expense management, and event management (i.e. set-up, catering, etc.). The role plays a key part in ensuring the team operates smoothly, efficiently, and professionally in a fast-paced global environment.

The ideal candidate is highly organized, detail-oriented, proactive, and comfortable supporting multiple stakeholders simultaneously.

Essential Functions/Responsibilities

The Executive Assistant will ensure the team runs smoothly, efficiently and professionally, coordinating all activities including, but not limited to:

* Coordinate and manage complex scheduling for multiple leaders and team members across global time zones (UK, East and West Coast)

* Serve as a calendar delegate and help prioritize meeting requests, resolve scheduling conflicts, and optimize leaders' time

* Organize and schedule team meetings, leadership meetings, and department-wide sessions

* Support logistics for virtual and occasional in-person meetings, including coordination of materials, technology, and meeting details

* Arrange domestic and international travel, including itineraries and coordination through corporate travel systems

* Prepare and submit expense reports accurately and in a timely manner using company systems (e.g., Concur)

* Maintain distribution lists, organization charts, and team documentation

* Collaborate with other administrative professionals globally to deliver consistent support across multiple sites

* Coordinate logistics for on-site meetings when required, ensuring a professional and seamless experience

* Serve as a point of contact for team administrative needs and help ensure smooth day-to-day team operations

* Manage and/or coordinate projects as assigned (e.g. employee engagement, large internal conferences, off-site meetings, etc.)

Required Knowledge, Skills, and Abilities

* 3-5 years professional experience in a senior level administrative or business support role responsible for one or more senior executives

* Excel in a fast-paced global environment, preferably in a biotech or pharmaceuticals company

* Effective written and oral communication skills, strong interpersonal skills.

* Proactive higher-order problem-solving and critical thinking (i.e., able to tackle complex, non-routine problems and solve with skills beyond basic recall or simple application of knowledge.)

* Must be able to prioritize and multi-task, work effectively with little or no direction, and build collaborative relationships with management, partners and peers

* High integrity and discretion

* Strong organizational and time management skills

Required/Preferred Education and Licenses

* HS Diploma is required

* Bachelor's Degree preferred

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