Executive Assistant to AVP, GQRA AMPD

Job Description

Executive Assistant to AVP, GQRA AMPD

The Executive Assistant role is targeted for a highly versatile individual to work in a fast-paced environment providing quality, project and administrative support to the Associate Vice President of Global Quality & Regulatory Affairs (GQRA) for AMPD. This role executes a broad range of advanced and diversified tasks and details, handles highly sensitive and confidential information on a regular basis, and requires a high level of discretion.

The ideal candidate must have exceptional judgement, comprehensive experience, project coordination capabilities, experience supporting a quality unit in a regulated business, skill and knowledge of company operations, policies, practices, and procedures. Requires deep proficiency in a broad range of administrative, technical, quality and operational activities.

The ideal candidate will have experience assessing and anticipating needs and be comfortable with making independent decisions. In addition, the candidate will apply their extensive experience and creative problem-solving skills to work on projects that are complex in nature and have narrow deadlines while supporting operations more efficiently via the team’s SharePoint and tracking systems. Confident under pressure and happy with multi-tasking, the candidate will be in a unique position to provide administrative, quality and project management support to the executive and their organization. This role will work closely with the LDG GQRA team to coordinate quality, project and technical actions for AMPD. The role is remote.

Responsibilities include:

• Proactively manages calendars and schedules, including coordinating meeting logistics globally, as well as recurring internal staff meetings and other Executive level reviews. Maintains awareness of significant deadlines and plans proactively for them.
• Establishes a tracking mechanism for all departmental travel needs for the team and monitors the departmental budget, flagging excursions during budget review.
• Coordinates all aspects of travel arrangements including booking flights, hotel and local transportation; providing itineraries; and arranging visa/passport requirements as needed. Prepares and reconciles travel expense reports.
• Manages calendar for internal and external events, assisting with the creation, consolidation and distribution of meeting material, planning and management of webcasts so AVP is prepared for each engagement.
• Communicates professionally with internal customers, external suppliers and regulatory authorities, other executives, and employees at all levels of the company.
• Manages creation and tracking of large purchase orders. Works with the internal procurement team to add new suppliers to the vendor database, then works with finance to track monthly expenses for department.
• Establishes and manages SharePoint databases for department.
• Prepares all employee communication material with the leader, coordinates the meeting delivery, follow up actions and post meeting feedback compilation to enhance employee engagement.
• Responsible for ensuring organizational charts, job descriptions, training profiles are maintained and updated on internal group sites.
• Supports GQRA, LDG leaders and full team during meetings, events, correspondence, and communication activities including support in team organization and deadline tracking.
• Create material for team communication events and meetings. Ensure team distribution lists are maintained.
• Responsible for providing on-boarding support for new hires reporting to the AVP.
• As needed, may participate in and/or lead projects within the function.

Knowledge, Skills, and Abilities:

• Excellent judgment and discretion, high integrity.
• Strong verbal and written communication skills.
• Strong computer and technical skills and experience with collaboration and communication tools such as MS 365 business applications (Word, Excel, PowerPoint, etc.).
• Proficient in use of collaboration tools such as Outlook, SharePoint, Teams, and Telepresence enabled Teams.
• Ability to work independently and as part of a team.
• Proven time management and organization skills.
• Excellent interpersonal skills. Positive demeanor, confident style, can-do attitude.
• Ability to professionally engage with demanding and sometimes challenging stakeholders.
• Good judgment and decision-making skills.
• Requires the ability to direct questions and solve problems independently.
• Ability to prioritize and take initiative.
• Ability to multi-task in a sometimes high-stress environment.
• Significant attention to detail and follow-through skills.

Qualifications

Qualification, Education, Experience:

• Prior experience providing project, quality, administrative support at an executive level. Minimum of 8 years of experience is required.
• Requires higher education or specialized training/certification, or equivalent combination of education and experience
• Quality Assurance or Regulatory Affairs experience would be a plus

Additional Details

Travel Required:

Shift:

Duration:

Job Function: