Senior Director, Marketing – Healthcare Provider Focus

The Executive Assistant/Office Manager

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.

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