Executive Assistant

Key Responsibilities

• Provide end-to-end, high-quality executive assistance to the EVP, anticipating needs and proactively resolving issues before they arise
• Act as a thought partner to the EVP on workflow, prioritization, and time management
• Coordinate with senior leaders, Executive Assistants, and DSL / Strategy / HR / Finance partners to enable effective decision-making
• Handle sensitive and confidential information with the highest degree of discretion and integrity
• Act as a key liaison across global leadership, functional teams and external stakeholders
• Anticipate needs and proactively manage priorities, actions and follow-ups
• Screening, inquiries and requests & handle when appropriate
• Assist with appropriate planning to ensure optimum time utilization and all routine requirements are met under tight deadlines
• Follow up on outstanding matters on behalf of the EVP/VP
• Produce, presentations and reports as required, including monthly Seqirus Leadership Team, Global Leadership Team and relevant Board reports
• Responsible for hospitality preparation
• Organize meetings, attending as required taking minutes and ensuring prompt distribution
• Enhances department and organization reputation by accepting ownership for accomplishing new and different requests by exploring opportunities to add value to job accomplishments
• Calendar, Email Inbox & Meeting Management: Extensive Global Diary Management for President/EVP/VP Responsible for maintaining complex global calendars across multiple time zones balancing competing priorities
• Exercise independent judgement in scheduling, rescheduling and prioritization
• Prepares and distribute agendas, materials and pre-reads as needed
• Prepares any requested documents for EVP/VP
• Assists in the creation of slides, charts, graphics
• Capture and track meeting outcomes, decisions and actions as needed
• Manages email inbox in line with EVP requests
• Travel & Expense Management: Coordinate complex global travel arrangements
• Proactively manage travel risks, changes and logistics
• Generates detailed itineraries, including arranging visitor offices and coordinating office support needs in global locations
• Manage and reconcile expense reports, invoices, financial documents, check requests and invoice processing in compliance with policy
• Financial & Administrative Processes: Manage purchase requisitions, supplier onboarding and invoice processing in line with procurement to pay (P2P) processes
• Track budgets related to events, travel and administrative spend
• Ensure compliance with financial and procurement policies
• Collaborate with the EA network globally to ensure alignment and coverage
• Support onboarding of new team members and coordination of team logistics

Accountabilities

• Provides high-impact executive support to senior leadership (EVP/EVP level)
• Operates with minimal supervision, handling ambiguous and complex situations
• Responsible for ensuring efficient executive operations and workflow management
• May informally guide or coordinate work of other administrative staff
• Impact/Influence/Liaison: Significant interaction with global senior stakeholders, both internal and external
• Acts as a representative of the executive office, influencing outcomes through coordination and communication
• Identifies and implements process improvements and efficiencies
• Leverages tools and systems to enhance productivity and collaboration
• Contributes to best practices across the EA community

Knowledge, Skills & Competencies

• Extensive Executive Assistant experience supporting senior executives (SVP/EVP level preferred)
• Strong organizational, prioritization, and multitasking skills in a global environment
• Advanced proficiency in Microsoft Office (PowerPoint, Excel, Outlook)
• Excellent communication and stakeholder management skills
• High level of discretion, professionalism, and business acumen
• Able to work independently and proactively in a fast-paced environment
• Experience managing complex global logistics and executive-level deliverables
• Able to build close working relationships with Execs and understand/work with culture and politics of the organization
• Able to maintain strictest confidentiality and discretion
• Able to be a positive role model throughout the company exhibiting the CSL/Seqirus values
• Willingness to take on a variety of tasks and demonstrate a flexible approach in assisting others when required
• Anticipates needs and potential obstacles
• Familiarity with pharmaceutical industry a plus

Minimum Experience & Requirements

• High School Degree; Associates or Bachelor’s degree preferred
• 7 years of administrative experience required
• Familiarity with biotechnology/pharmaceutical industry preferred
• Equivalent combination of education and experience considered