Administrative Assistant (Executive Support)

Responsibilities

Executive & Administrative Support

• Manage complex calendars, travel arrangements, and meeting schedules for the Site Director and Site Leadership Team.
• Coordinate cross-functional and cross-time-zone meetings while balancing competing priorities.
• Process travel and expense reports using Concur.
• Create and process non-GMP Purchase Orders through Ariba and SAP.
• Arrange meeting logistics, conference rooms, catering, visitor accommodations, and technology requirements.

Governance & Operational Excellence

• Coordinate site governance and Tier 4 meetings, including agenda preparation, meeting materials, minutes, and action-item tracking.
• Maintain visibility of key milestones, risks, dependencies, and follow-up activities across multiple site initiatives.
• Ensure timely communication and coordination of leadership priorities.
• Support continuous improvement initiatives and reinforce compliance with site procedures and policies.

Communications & Site Coordination

• Maintain and update site distribution lists and communication channels.
• Partner with Site Communications and HR to support town halls, leadership communications, recognition programs, employee engagement activities, and special events.
• Coordinate visits from regulators, global leaders, customers, vendors, and business partners, including travel logistics, accommodations, site tours, and meeting schedules.

Timekeeping & Administrative Operations

• Serve as backup support for employee timekeeping processes in Workday.
• Ensure adherence to payroll deadlines and timekeeping requirements.
• Provide administrative support across site operations as needed.

Qualifications

Required

• High School Diploma or equivalent.
• 5+ years of executive administrative support experience.
• Experience supporting senior leaders, executives, or leadership teams within a matrixed organization.
• Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Exceptional organizational, communication, and interpersonal skills.
• Ability to handle confidential information with professionalism and discretion.
• Strong attention to detail and ability to manage multiple priorities simultaneously.
• Proven ability to work independently with minimal supervision.

Preferred

• Associate's Degree (AAS) or higher.
• Experience within pharmaceutical manufacturing, biotechnology, life sciences, healthcare, or other regulated industries.
• Experience using SAP, Ariba, and Concur.
• Experience supporting site leadership teams in manufacturing or operational environments.

What Makes You Successful

• Strong judgment and decision-making skills.
• Proactive, anticipatory approach to supporting leaders and teams.
• Ability to remain calm and effective in a fast-paced environment.
• Excellent follow-through and accountability.
• Comfortable interacting with employees at all levels, from shop-floor personnel to executive leadership.
• Commitment to fostering a collaborative, inclusive, safety-focused workplace culture.