Executive Administrative Assistant to Corporate Vice President, Corporate Medical Affairs

Celgene - Summit, NJ4.0

30+ days agoFull-timeEstimated: $86,000 - $120,000 a year
Other Locations: US- NJ- Summit East

Celgene is a global biopharmaceutical company leading the way in medical innovation to help patients live longer, better lives. Our purpose as a company is to discover and develop therapies that will change the course of human health. We value our passion for patients, ​quest for innovation, spirit of independence and love of challenge. With a presence in more than 70 countries, and growing - we look for talented people to grow our business, advance our science and contribute to our unique culture.

Executive Administrative Assistant
Corporate Vice President, Corporate Medical Affairs
Corporate Medical Affairs
PREREQUISITES Business/administrative school graduate or equivalent in pharmaceutical industry experience
12+ years of Administrative Assistant experience with tenure at the Senior Management level
Additional training/certification in executive administrative assistance and/or project management desirable

Under the direction of Corporate Medical Affairs (CMA) Leadership, the Executive Administrative Assistant is responsible for general clerical and administrative support duties within Corporate Medical Affairs as well as independently managing cross CMA processes, projects and initiatives. This individual is the lead among the CMA Administrative Assistant team and acts as their liaison at CMA Leadership Team forums. Continuous engagement with departments and key stakeholders throughout the company is also required.

The Executive Administrative Assistant will exhibit a high-level of professionalism in all interactions both internally and externally and should have depth of experience in handling a vast range of administrative tasks with little to no supervision. The ability to handle sensitive and confidential material is critical to this role. Important characteristics for this position are attention to detail and strong follow up skills, assertive decision making, proactivity, resourcefulness, efficiency, and strong written and verbal communication skills.

Responsibilities include, but are not limited to, the following:

Provides administrative support to Corporate Vice President (CVP) for day-to-day operations as well as individual projects, as needed Manages CVP calendar, with proactivity and flexibility, to accommodate for priority meetings and urgent issues. Prioritizes meeting attendance including the coordination of appropriate delegates. Manages heavy calendar coordination requiring interaction with internal and external assistants, executives and consultants to plan complex meetings

Arranges travel itinerary, expenses and related activities in a timely and cost-efficient manner Owns the scheduling, organization of logistics/technology, preparation of agendas and recording of all staff and other CMA-related meetings Coordinates inter- and intra-team communications including managing content creation, approval and managing updates on the CMA Personal News Network (PNN) screen Embraces leadership role within the CMA Administrative staff to ensure collaborative, efficient, consistent and high quality administrative support across the team Collaborates proactively with the CMA Administrative staff to coordinate schedules and coverage plans in support of the entire CMA Team Organizes administrative systems to support department members including filing and other functions, as required Coordinates with SharePoint governance owner to support content and access of CMA SharePoint folders across CMA team Manages logistics of meetings with external partners, including scheduling meetings, greeting and hosting visitors Prepares presentation materials in support of key meetings, or specific initiatives. Coordinates scheduling of interviews for candidates, and work with HR partners to manage the process. Seeks initiatives across the CMA teams that create opportunities for personal interactions. Anticipates issues and proactively develops creative solutions. Organizes and coordinates small to large size meetings/events and participates as a lead on the CMA annual offsite committee. Ensures invitations, ground transportation, hotel confirmations, catering and meeting logistics are flawlessly executed. Creates and maintains all record keeping in accordance with record retention policies and legal requirements Screening/maintaining email and correspondence while responding to routine inquiries or alerting executive to an urgent matter Acts as an "approachable ambassador" for the Corporate Vice President, CMA Leadership Team and CMA as a whole. Performs other responsibilities as requested by management.

Selected Projects and Initiatives (examples) :
Develops, maintains and distributes global contact lists (and distribution lists) across the broader Medical Affairs organization.
Oversees and coordinates headcount tracking, office space planning and allocation with the Celgene Space Planning team for CMA
Coordinates all logistics for the Rutgers Pharmaceutical Industry Fellowship (RPIF) Steering Committee and overall program to ensure high quality, consistency and efficiency.
Manages annual congress and operational schedule utilizing cross-department assistance/information.
Other Responsibilities

Conducts business in accordance with Celgene Values. Completes all assigned SOPs and training within designated timeframe and adheres to job-specific SOPs and work instructions.
Assists in the overall training of new personnel and ensures key activities included as part of training.
Dedicated to continuous learning/may attend external meetings and educational seminars to enhance functional expertise and broaden functional/industry acumen.

Skills/Knowledge Required :
Must have strong interpersonal skills, be a team player and be willing to work in an environment where individual initiative and accountability to the team are required.
Must be able to appropriately handle confidential information.
Able to represent the departments in a professional manner to internal and external customers, as well as direct interactions with Senior Management
Comfortable working with limited day-to-day supervision
Ability to multi-task, manage conflicting priorities with confidence, strong ability to take direction but also exercise judgment and independent thought.
high level of commitment and results-orientation is required.
Excellent written and oral communication skills
Strong PC experience, Microsoft Office Suite experience required including advanced skills in Microsoft Word, Outlook, Excel, PowerPoint and strong computer acumen.
Strong organizational, prioritization, interpersonal and communication skills are required.

Celgene is committed to equal opportunity in the terms and conditions of employment for all employees and job applicants without regard to race, color, religion, sex, sexual orientation, age, gender identity or gender expression, national origin, disability or veteran status. Celgene complies with all applicable national, state and local laws governing nondiscrimination in employment as well as employment eligibility verification requirements of the Immigration and Nationality Act. All applicants must have authorization to work for Celgene in the U.S.