Executive Administrative Assistant

** Job Description
*** The Executive Assistant will provide highly professional personal administrative support to a small team of senior leaders (at the Sr. Vice President, Vice Presidents and Executive Director level) and departmental support as needed.  Must provide on-site support.
* This individual will develop and maintain strong, credible relationships with the company’s executives, supported teams and outside customers.
* This position requires a high-performing, experienced professional that functions with a high level of integrity, confidentiality and excellence. This individual must be self-motivated, seek challenges and anticipate needs.
* Must be able to track the activities of the department and its senior leaders, coordination of multiple individuals' meetings with internal and external customers and be able to function fluidly and effectively with minimal direction.
* Must anticipate and respond to changing situations and encourage and help others to do the same. Must effectively manage conflicting priorities, be comfortable in a fast-paced environment.
* Independently resolves moderately complex problems and issues under general supervision using appropriate judgment, discretion and knowledge.
** Qualifications/ Required
** Knowledge/

Experience and Skills:

The following are requirements for this position:
* Must be highly organized, possess exceptional administrative, verbal and written communications skills.
* Prioritizing and organizing work
* Multi-tasking and balancing work while delivering results with the highest quality possible.
* Flexible schedule and ability to work late hours if needed due to project demands.
* Manage meetings with internal and external customers (scheduling, meeting invitations, preparing agendas and collecting and distributing materials for meetings, assisting in writing meeting minutes etc),
* Manage complex travel schedules – both domestic and international. Completes expense reports.
* Maintain org charts, distribution list and related departmental information.
* Assist contract submissions.
* A high level of proficiency with the Microsoft Office suite, especially PowerPoint expertise
* Able to learn systems and procedures quickly.
* Strong organizational savvy and able to deal effectively with ambiguity.
* Reviews drafts and finished documents for appropriate language, grammatical usage, and format.
* Proven track record of assisting industry executives.
* Excellent meeting organizational skills, good understanding of international travel management
* Some of the primary responsibilities include managing administrative details and routine issues independently, taking ownership for completion.
* Assist in complex project coordination and support initiatives.
* Help with project plans for project teams, in local and virtual team settings with internal and external customers.
* Manages and maintains complicated business calendars in Outlook.
* Maintains confidential records and files and maintains highest level of confidentiality.
* Assists executives in the preparation of PowerPoint slide presentations, handouts, and other written materials for distribution at meetings.
* Team with colleagues to meet deadlines.
* At least 10 years of administrative support experience is required.

Educational Qualifications
* Bachelor’s degree is preferred.
** Competencies*
* ** Accountability for Results
- ** Stay focused on key strategic objectives, be accountable for high standards of performance, and take an active role in leading change.  
** Strategic Thinking & Problem Solving
- ** Make decisions considering the long-term impact to customers, patients, employees, and the business.  
** Patient & Customer Centricity
- ** Maintain an ongoing focus on the needs of our customers and/or key stakeholders.  
** Impactful Communication
- ** Communicate with logic, clarity, and respect. Influence at all levels to achieve the best results for Otsuka.  
** Respectful Collaboration
- ** Seek and value others’ perspectives and strive for diverse partnerships to enhance work toward common goals.  
** Empowered Development
- ** Play an active role in professional development as a business imperative.

Minimum…