Senior Admin Assistant

Corporate      ·      Remote Non Sales-USA, California      ·       Full time

• Multiple Locations: United States; United States
•  Categories: Corporate
•  Req ID: 10411

Job Description

Jazz Pharmaceuticals plc (NASDAQ: JAZZ) is a global biopharmaceutical company whose purpose is to innovate to transform the lives of patients and their families. We are dedicated to developing life-changing medicines for people with serious diseases – often with limited or no therapeutic options. We have a diverse portfolio of marketed medicines and novel product candidates, from early- to late-stage development, in neuroscience and oncology. We actively explore new options for patients including novel compounds, small molecules and biologics, and through cannabinoid science and innovative delivery technologies. Jazz is headquartered in Dublin, Ireland and has employees around the globe, serving patients in nearly 75 countries. For more information, please visit www.jazzpharmaceuticals.com and follow @JazzPharma on Twitter.

Position Profile

The Senior Administrative Assistant is accountable for providing comprehensive administrative business support to Corporate Development Strategy and Transformation (CDST teams). 

The Senior Administrative Assistant will report into the Head of the Transformation Office and the leaders of Corporate Development, Corporate Strategy, and Alliance Management.  The Senior Administrative Assistant will serve as a key point of contact and help ensure these global groups run smoothly, efficiently and professionally, managing all requested activities including, but not limited to: 

• Proactive anticipation of stakeholders’ needs and ability to manage a portfolio of complex, competing priorities in an efficient manner
• Communicate in a highly professional manner with a broad and diverse set of stakeholders
• Handle highly sensitive, confidential business information in an exemplary manner
• Proactive calendar management (scheduling meetings, accepting meetings as a calendar delegate and managing scheduling conflicts and priorities)
• Manage logistics of all team and staff meetings, as requested (scheduling, WebEx, A/V needs, food, etc.)
• Plan team and outside meetings, including off-site,  teleconferences and meetings with partners
• Schedule, organize and maintain travel arrangements and itineraries through corporate travel agency and travel system
• Prepare and submit expense reports for team members, using Concur, in a timely manner and in compliance with company policies and requirements
• Manage all team contract/agreement and CDA requests in JazzAgree
• Manage all team purchase orders, check requests and invoice processing needs
• Review and/or prepare routine correspondence and documents
• Answer and direct phone calls
• Manage appropriate department-level projects
• Handle confidential and non-routine information for the individual/s supported
• Act as a liaison and team representative with other groups within the company
• Manage visitors to the departments
• Coordinate projects, as assigned 

Required Knowledge, Skills, and Abilities 

• Minimum of ten years professional experience in an senior level administrative role in support of one or more senior executives in a fast paced environment, preferably in a biotech or pharmaceuticals company
• Ability to multi-task and work in a fast-paced environment, often under tight deadlines
• Ability to prioritize workload and manage multiple projects simultaneously, with strong attention to detail
• Experience working in an international organization is a plus
• Proven proficiency in Microsoft Word, Excel, and PowerPoint
• Experience with event planning and travel
• Experience handling requests for legal agreements and purchase orders
• Proficiency in Concur for business travel arrangements and expense report management
• Effective written and oral communication skills, strong interpersonal skills, and problem-solving, and facilitation skills are a necessity
• Must be able to build collaborative relationships with management, partners and peers
• Must be able to work effectively with little or no direction
• Affinity to work in a highly energetic, flexible, and fast paced environment 
• Demonstrates honesty, truthfulness, trust, leadership, business ethics and compliance with principled actions
• Ability to develop and sustain cooperative and productive partnerships
• Recognizes and embraces the company mission to improve patients’ lives and actively supports this in daily work
• Demonstrates “can do” and “will do” attitude and approach
• Maintains good working relationships with all stakeholders both inside and outside the organization
• Commitment to high quality and performance
• Takes proactive measures in addressing challenging issues

Required/Preferred Education and Licenses 

• HS Diploma or equivalent is required
• Some college-level course work is preferred

Description of Physical Demands 

• Occasional mobility within office environment
• Routinely sitting for extended periods of time
• Constantly operating a computer, printer, telephone and other similar office machinery 

Description of Work Environment

• Work indoors in normal office environment with little exposure to excessive noise, dust, fumes, vibrations and temperature changes
• Frequent computer use at workstation
• May move from one work location to another occasionally
• May participate in occasional offsite meetings
• Responsibilities may require a work schedule that may include working outside of “normal” work hours, in order to meet business demands
• Occasional public contact requiring appropriate business apparel

Jazz Pharmaceuticals is an equal opportunity/affirmative action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any characteristic protected by law.

Please click here to apply.