Executive Administrative Assistant

The Executive Administrative Assistant will be part of a fast-paced, growing organization in our Princeton, NJ office. The incumbent will provide personalized and timely support in daily calendar planning, setting up meetings, and travel arrangements for the Head of Rare Disease and key leaders within the Rare Disease leadership team. This role requires someone who can manage multiple tasks, is a quick learner, has agility to respond to new or changing requests, and who has strong people orientation and collaboration skills.

Responsibilities

• Provides daily administrative support and assistance, onsite and virtually to the assigned leaders. Tasks may include calendar planning, setting up meetings, arranging travel, preparing expense reports, capturing and distributing agendas, preparing documents and letters, etc.
• Performs other office tasks such as maintaining office records, ordering supplies, filing, and receiving/sending out mail.
• When required, attends meetings to take notes/record minutes and send out summary of key actions to participants.
• Provides timely administrative support to write emails, format documents, prepare presentations, reports, etc. for assigned leaders.
• Acts as a point of contact for leaders and prioritizes incoming requests for leaders’ time, setting up meetings accordingly.
• Screens and directs phone calls and distributes office correspondence as required.
• Serves as the backup to the CEO EA
• Performs other duties as assigned or requested.

Requirements:

• Excellent verbal and written communication skills with internal and external customers, leveraging strong interpersonal skills
• Able to effectively interact with all levels of management, associates, and the board
• Strong organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Agile and able to function well in a high-paced and at times stressful environment, managing multiple projects and sometimes competing priorities
• Strong problem-solving abilities and ability to work through challenges to deliver results
• Collaborative and people-oriented; has a customer service orientation
• High integrity, discretion, and confidentiality
• Able to work independently with minimal supervision; proactive and self-directed
• Strong MS Office skills in Word, PowerPoint, and Excel as well as Concur and ADP Workplace preferred. Ability to learn new or updated software
• Extensive knowledge of office administration and clerical procedures
• Strong planning and organizational skills
• Able to type minimum of 50 words per minute
• 5+ years of experience as an administrative assistant, supporting executive-level clients
• 1–3 years of experience as an office manager preferred
• Experience working in a fast-paced environment, adapting to changing needs and supporting multiple partners
• Experience working in a healthcare or pharmaceutical organization is preferred
• High school diploma required; Bachelor's degree in Business Administration or related field preferred

TRAVEL

• Very occasional travel may be required, with advance notice
• Role is located at our Princeton office

WORKING CONDITIONS

• Office environment, with prolonged periods sitting/standing at a desk and working on a computer
• Must be able to lift up to 15 pounds at times
• Must be able to be on site in our Princeton, NJ office 3–5 days per week