This position will have a broad range of responsibilities at various levels including interfacing with top executive management and internal/external stakeholders. This individual will manage all administrative duties for the SVP Chief Global Commercial. Key Responsibilitieso Provide heavy calendar management and serve as the primary gatekeeper for the SVP & Global Chief Commercial Officer and US Commercial Office (and other senior leaders as assigned) schedules liaising with internal and external stakeholders – comfortable working in multiple time zones (US, Europe and Asia)o Schedules and coordinates executive meetings, conference calls, and other special events, logistics, secure materials in advance, technical/audio requirements, catering, etc. o Arranges domestic and international travel, which may include developing itineraries and agendas, booking transportation and hotel arrangementso Prepares, tracks and ensures timely submission of expense reports and purchase orderso Creates PowerPoint presentations, including graphics and tableso Takes meeting minutes, sends deliverables to stakeholderso Assists with interview scheduling and coordination to ensure a smooth candidate experience.o Ensure confidentiality is maintainedo Works closely with Finance, Investor Relations and Global Communications teams around quarterly earnings cycles and investor activitieso May assist / serve as a backup for preparation and assembles board books, assist in preparation for board meetings, and other executive materials a presentationo Serves as the office manager for the NJ office to coordinate day to day overall office administrative needs
Maintain the office condition and arrange necessary repairs
Manages office supply and food and beverage budgets; provides monthly overview to Head of Administration
Oversees facility maintenance including cleaning vendors, alarm/security vendor and printing service vendors
Responsible for EH&S protocol, staff training and safety equipment maintenance.
Partner with HR to update and maintain office policies as necessary
Organizes onboarding for new employees. Coordinates first day preparations including: welcome reception, parking logistics, Ascendis welcome collateral, and office safety documents.
Manage contract and price negotiations with office vendors & service providers
Coordinate with IT department on all office equipment
Manage Concur travel portal. Tasks include configure authorizations according to company org charts, set up new staff accounts, provides portal training and support to staff, makes recommendations for portal updates; provides monthly report to Head of Administration
Requirementso 10+ years related experience supporting executive leaders in a fast-paced environmento Bachelor’s degree preferredo Self-starter who can see what needs to be done and actso Ability to effectively cope with change by shifting gears comfortably, acting without having the total picture, and handling risk and uncertainty comfortablyo Highly organized, with an attention to detailo Ability to establish course of action to accomplish goals and evaluate results, develop schedules and orchestrate multiple activities at once to accomplish goals, and use resources effectively and efficientlyo Strong analytical skills o Strong interpersonal skills; ability to interact well with people inside and outside of the organization with diplomacy, tact and efficiencyo Demonstrated proficiency with tools including Outlook, Word, Excel and PowerPoint requiredo A high degree of professionalism and demonstrated ability to maintain confidentiality o Great verbal and communication skillso Able to work independently and with a teamOTHER:Must be willing to work in the office minimum 3x/week and as needed for all onsite meetings.Estimated compensation: $50-60/hr DOEBenefits
Medical insurance
Vision insurance
Dental insurance
401(k)
Paid maternity leave
Paid paternity leave
Commuter benefits
Disability insurance
