Executive Assistant

Research & Development            ·             Philadelphia, PA             ·             Full time

Executive Assistant

• Philadelphia, Pennsylvania
• Research & Development
• 11093

Job Description

If you are a Jazz employee please apply via the Internal Career site

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.

This Job Description provides a summary of the duties and/or characteristic of work performed and is not inclusive of every detail of the job for every individual assigned to the position.  This description will be reviewed periodically and revised as duties and responsibilities change with business demands.  Other duties not listed above may be assigned as needed.

The Executive Assistant will work as an integral member of the Global Regulatory Affairs and Drug Safety (GRADS) organization. The primary responsibilities of this role involve providing comprehensive administrative support including, but not limited to, calendar management, arranging travel, preparing expense reports, preparing meeting agendas, taking meeting minutes, managing distribution lists, etc. The Executive Assistant will execute on day-to-day responsibilities with autonomy and limited direction. This role is a single point of contact for senior leaders, working with other admins and stakeholders across Jazz.

Essential Functions

• Handle confidential and non-routine information for the individuals supported
• Proactively manage calendars
• Schedule, organize and maintain activities such as professional calendars, meetings (both in-person and virtual), travel arrangements and itineraries
• Partner with other members of the R&D Business Support Team and the R&D Business Strategy & Operations Office to ensure flow of communications from R&D Leadership to staff in various departments
• Partner with procurement coordinators to prepare and manage contracts, purchase requisitions, purchase orders, check requests, and invoice transmittal and approval in accordance with applicable company policies and procedures.
• Prepare and submit expense reports in Concur
• Maintain organizational charts and email distribution lists
• Greet visitors; escort per visitor schedule during visits ensuring visitor is always with a Jazz employee including interview candidates
• Partner with the other Jazz admins across the multiple sites to deliver consistent administrative support globally and participation in Administration Excellence meetings and initiatives
• May provide assistance on various projects, including arranging project team meetings, preparing agendas and meeting minutes
• Support change management at the department level through material and communication preparation
• Management and/or coordination of projects as assigned (e.g., employee engagement, large internal conferences, off-site meetings, etc.)
• Serve as a positive and supportive presence on-site and virtually to support organizational and department interactions and collaborations
• Responsibilities may require a work schedule that may include working outside of “normal” work hours, to meet business demands

Required Knowledge, Skills, and Abilities

• Minimum of ten years professional experience in a senior-level administrative role in support of senior executive leaders in a fast-paced environment, preferably in a biotech or pharmaceuticals company
• Experience working in an international organization
• Proven proficiency in Microsoft Word, Excel, PowerPoint, Visio, is required as well as knowledge of Concur
• Proven proficiency with virtual collaboration tools (e.g., Microsoft Teams, Zoom, etc.)
• Effective written and oral communication skills, strong interpersonal skills, and problem-solving, and facilitation skills are a necessity
• Must be able to prioritize and multi-task, work effectively with little or no direction, and build collaborative relationships with management, partners, and peers
• Must be able to work in a highly energetic, flexible, and fast-paced environment

Required/Preferred Education and Licenses

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

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.

For Us-Based Candidates Only

Jazz Pharmaceuticals, Inc. is committed to fair and equitable compensation practices and we strive to provide employees with total compensation packages that are market competitive. For this role, the anticipated base pay range is $68,000-$89,250. The exact base pay offered for this role will depend on various factors, including but not limited to the candidate’s qualifications, skills, and experience.

At Jazz, your base pay is only one part of your total compensation package. The successful candidate may also be eligible for a discretionary annual cash bonus or incentive compensation (depending on the role), in accordance with the terms of the Company’s Global Cash Bonus Plan or Incentive Compensation Plan, as well as discretionary equity grants in accordance with Jazz’s Long Term Equity Incentive Plan.

The successful candidate will also be eligible to participate in various benefits offerings, including, but not limited to, medical, dental and vision insurance, 401k retirement savings plan, and flexible paid vacation. For more information on our Benefits offerings please click here: https://careers.jazzpharma.com/benefits

Please click here to apply.