The Executive Assistant/Office Manager supports our CEO and executive leaders across Bryn Pharma. Strong candidates will have a proven track record of success supporting executives in a fast-paced corporate environment. Candidates will need to maintain the utmost confidentiality, providing business operational support with a sense of urgency and delivering on complex details with accuracy in a timely manner. The ideal candidate has demonstrated experience providing administrative and office management, as well as the ability to comfortably manage multiple competing priorities. Competitive candidates will command a strong attention to detail and an ability to thrive in a fast-paced environment.
- Provide executive assistant support to the CEO and various members of our leadership team, including internal and external parties, with a high level of professionalism and in a manner that positively reflects Bryn Pharma.
- Manage, organize, and sustain complex contact records, calendar(s), and c-suite events (e.g., offsite meetings, group private dining events, team building, executive leadership team meetings, etc.).
- Prepare agendas, reports, special projects, announcements, presentations and other documents in Word, Excel, PowerPoint in support of the leadership team.
- Arrange travel, accommodations, and itineraries for the CEO and leadership team as needed.
- Prepare and submit expense reports on a timely basis. Reconcile to ensure reimbursements are appropriately completed.
- Process invoices for payment, review expense reports for T&E compliance for leadership team and aid in preparation of quarterly and annual budget reviews, along with other financial presentations.
- Assist in HR processes, such as payroll submission, onboarding new employees, interview scheduling, job postings, HR system updates, and other activities as assigned.
- Lead office management responsibilities to include liaising with property management, managing office supply inventory and ordering, and setting up laptops and video conferencing systems, safety trainings, and the like.
- Be responsive to emails/texts/phone calls, with contact outside normal business hours.
- Assist in managing technology, facility, and security issues.
- Research vendors and pricing for various needs, such as business cards.
- Maintain documents and records in appropriate, retrievable files.
- Coordinate project planning activities and facilitate meetings to help ensure the team delivers against its commitments with the highest quality deliverables in a timely fashion.
- Assess existing processes and identify opportunity for improvement.
Qualifications
- Completed bachelor’s degree level of education.
- At least 8 years high-level executive administrative management experience, preferably with 5+ years' experience in a fast-paced executive environment.
- Be present in an office environment 3-4 days per week located in the central NJ area.
- Manage sensitive matters with a high level of confidentiality and discretion.
- Proven professional demeanor with ability to support several leaders and projects.
- Demonstrate solid organizational skills including ability to prioritize and coordinate multiple tasks, excellent attention to details.
- Expertise in Microsoft Office applications, specifically Outlook, MS Teams, Word, Excel (advanced preferred, intermediate required), and PowerPoint (Intermediate required).
- Excellent verbal and written communication, as well as time management skills; proven ability to prioritize, communicate, meet and drive deadlines.
- A creative problem solver with a ‘hands-on’ approach to providing solutions.
- Proactively sources information; resourceful.
- Willingness to learn and grow.