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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.
The Executive Assistant will work as an integral member of Jazz HR. This position is accountable for providing comprehensive administrative support to the Global Head of Talent Management and the VP, Human Resources Business Partners.
Responsibilities include but are not limited to: strategic calendar and inbox management, domestic and international travel coordination for individuals and groups, expense management, coordination of global team events (whether in person or virtual), catering management (including setup and cleanup), and greeting visitors. This position will require initiative, judgement, independent decision making and guest service skills.
Essential Functions
The Executive Assistant will ensure the team runs smoothly, efficiently, and professionally, coordinating all activities including but not limited to:
Handle confidential and non-routine information for the individuals supported
Screen incoming phone calls; provide follow-up to emails, voicemail, general mail; maintain all administrative needs as required
Prepare correspondence, design and type memos, charts, tables, graphs, business plans, etc.
Proactively manage the calendars for the Vice President of Talent Management and Vice President of HR Business Partners (working adeptly at managing complex teams across time zones)
Strategic calendaring and preparations to maximize efficiency in meeting support/facilitation, scheduling, and strategic blocking of time to suit the needs of shifting priorities
Schedule, organize and maintain activities such as professional calendars, meetings, travel arrangements and itineraries
Partner with members of the Talent Management Leadership Team and HRBP Team to plan meetings and activities and manage agendas
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
Maintain organizational charts and email distribution lists
Greet visitors; escort per visitor schedule during visits ensuring visitor is always with a Jazz employee at all times including interview candidates
Partner with other Jazz administrative professionals across multiple sites to deliver consistent administrative support globally and participation in Administration Excellence meetings and initiatives
Must have the ability to incorporate creative approaches to various projects by taking initiative and working independently or take lead on collaborative efforts
Management and/or coordination of projects as assigned (e.g., employee engagement, large internal conferences, off-site meetings, etc.)
Serve as a culturally engaged, positive and supportive presence in the Philadelphia site to support organizational and department interactions and collaborations
Required Knowledge, Skills, and Abilities
Minimum of eight years professional experience in a senior-level administrative or business support role responsible for one or more senior executives in a fast-paced environment, preferably with experience in Human Resources or in a biotech or pharmaceuticals company
Experience working in an international organization is preferred
Proven proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint and Zoom to be able to carry out support duties in either an in-person or remote environment
Effective written and oral communication skills, strong interpersonal, 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
This position requires advanced self-awareness and drive for in-role-development to continually elevate the level of autonomy and proactivity
Must be able to work in a highly energetic, flexible, and fast-paced environment
Project management skills/certification preferred
Required/Preferred Education and Licenses
High school diploma is required
College-level coursework 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.
