Teva Pharmaceuticals Senior Executive Assistant in Parsippany, New Jersey

Overview

Under minimal supervision, provides highly complex and specialized administrative duties and support to a top management level leader at the SVP level.

Travel: some occasional travel may be required

Responsibilities

Essential Duties & Responsibilities:

  • Assumes full ownership and manages supervisor's calendar, assists in meeting deadlines and ensures timely start of meetings.

  • Screens incoming calls and correspondence; responds independently to calls and emails when appropriate.

  • Functions with high degree of autonomy, interacts effectively with all levels around the globe - both inside and outside the company. Sets priorities with direct supervision, and manages highly confidential/sensitive materials and issues.

  • Arranges programs, events or conferences by arranging facilities, caterers, coordination of speakers and information, issues invitations, and controls event budget. Comprehensively manages logistics for staff meetings, town halls and similar events. Provides logistical support to visitors.

  • Directs preparation of records such as agenda, notices, minutes and resolutions for corporate meetings. Captures action items during meetings and ensures follow through. Prepares impactful presentations based on high-level outlines/sketches.

  • Acts as custodian of corporate documents and records.

  • Takes and transcribes dictation, composes and prepares confidential and sensitive correspondence, reports and other complex documents.

  • Creates, maintains and updates database and spreadsheet files.

  • Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings for supervisor when requested. Prepares and submits expense reports as well as purchase requests.

  • Ensures compliance with all company policies and procedures, include safety rules and regulations.

  • Provides limited administrative support to selected direct reports of his/her manager.

  • Collects and consolidates presentations in preparation for senior management meetings.

  • Coordinates execution of department communication plan, including compilation of quarterly newsletter.

  • Proofreads and corrects complex communication, e.g. policies, guidelines written by non-native English speakers.

  • Leads projects and performs related duties as assigned.

Qualifications

Education:

  • High School Diploma or GED required

  • Bachelor's Degree preferred

Experience:

  • 10 years of administrative experience with at least 3 years supporting Senior Vice President or similar level required.

  • Experience working in a multi-national organization with calendar management responsibility across mulitple time zones and frequent international travel management required.

  • Previous experience in the pharmaceutical industry or other highly regulated industry preferred.

Specialized or Technical Knowledge:

  • Advanced skill level in MS Office including proficiency in Outlook, Word, PowerPoint and Excel.

  • Demonstrated working knowledge of automated response management systems.

Functional Knowledge:

  • Ability to work autonomously.

  • Cross-cultural communication and collaboration skills.

  • The ability to interact with staff at all levels in a caring manner in a fast paced environment, sometimes under presssure, remaining flexible, positive, proactive and resourceful.

  • Must be able to maintain the highest levels of confidentiality, integrity and discretion.

  • Expert level written and verbal communication skills, strong decision making ability and attention to detail.

  • Prioritze and manage multiple, changing priorities simultaneously, and follow through on issues in a timely manner.

Company/Industry Related Knowledge:

  • Must possess the ability to learn Teva's global organization and interface with clients at a very high level.

Requisition # 17-19710

# Positions 1

Location US-NJ-Parsippany

Experience (Years) 10

Category Administrative/Clerical - Executive Administrative Assistant

Teva Pharmaceuticals is committed to equal opportunity in employment. It is Teva's policy that equal employment opportunity be provided without regard to age, race, creed, color, religion, sex, disability, pregnancy, medical condition, genetic information, marital status, sexual orientation, gender identity or expression, ancestry, national or ethnic origin, citizenship status, military status or status as a disabled or protected veteran, or any legally recognized status entitled to protection under applicable federal, state, or local laws.