Executive Administrative Assistant

Spark Therapeutics Philadelphia , PA 19107

Posted 2 weeks ago

Join the Spark Team

We were born of innovation, springing from the curiosity, imagination and dedication of remarkable scientists and healthcare visionaries. Our shared mission is to challenge the inevitability of genetic disease by discovering, developing, and delivering treatments in ways unimaginable until now.

We don't follow footsteps. We create the path.

Summary

Reporting to the Head of HR, provides executive administrative support to the HR executive & HR department leaders in a fast-paced environment. The primary accountability is to ensure the needs of the executive and the HR department are prioritized, organized and executed in order to maximize their productivity. This is accomplished by coordinating the support of the various leaders, as well as routine departmental support as requested. Daily items for assigned personnel include calendar management, scheduling of meetings, phone support, expense reports, travel arrangements, word processing of documents, development of presentation slides, tracking/processing of purchasing requests (proposals, POs, accruals), and any other departmental support tasks as assigned.

The Executive Assistant may also create agendas and coordinate various cross functional meetings.

The incumbent must be highly intelligent, flexible and resourceful with exceptional communication skills and strong organizational ability. This individual must be flexible, a team player, and is expected to have the judgment necessary to prioritize conflicting goals, keeping everyone aware of the conflicts and communicating effectively with the organizations being supported. S/He will demonstrate leadership and strong collaboration with Administrative colleagues within the organization.

It is also expected that this role will exercise sound judgment and discretion and maintain the strictest confidentiality as they will be exposed to sensitive information.

May be required to manage projects for the departments.

Responsibilities
25%

  • Maintain a complex and changeable global calendar covering all time zones, arrange meetings (all logistical details, leadership across multiple time zones, technology, etc.), prepare expense reports, schedule international and domestic travel, handle/prepare documents of a highly confidential and sensitive nature, execute consistent and precise follow-up by ensuring issues are resolved and projects completed, expense management, purchasing and mail.
    25%

  • Present a professional and welcoming presence, representing the team and handling communications with internal and external customers and partners, senior executives, Board members and corporate partners on domestic and international levels

  • Warmly greet visitors, answers and directs phone calls to appropriate areas and answers routine and non-routine inquiries.

  • Prepare routine and non-routine correspondence, memoranda, reports, spreadsheets and presentations. Contacts company employees at all organizational levels to gather information.
    25%

  • Exercise sound judgment and discretion, maintain strictest confidentiality, independently assess and resolve complex situations/problems, and have the flexibility to respond to shifting priorities with great frequency.
    15%

  • Coordinate with broader administrative team to provide general office support including:

  • Serving as a back-up for other assistants as required

  • Possess strong knowledge of and demonstrated ability with computers and associated office software programs and serve as the executive's proxy with respect to various financial and human resources systems.

  • Compile and analyzes information and reports relevant to department projects

  • Maintain electronic and paper filing systems
    5%

  • Plan employee events to provide unique and enjoyable team experiences to enhance employee engagement
    5%

  • Handles special projects as requested

Qualifications

  • Very strong organizational skills, excellent judgment and reasoning abilities, able to solve problems proactively and with independent discretion, exemplary customer service skills, flexibility, ability to handle multiple tasks and priorities simultaneously, and the ability to work with independence and minimal supervision, exceptional interpersonal skills and ability to work cooperatively and collaboratively with others, including other Executive admins required.

  • Present in a professional manner at all times; be detail-oriented, thorough and accurate, be customer and employee focused, demonstrate resiliency and high productivity in a fast paced environment required.

  • Demonstrated team player with sense of urgency and a record of proactively taking initiative as appropriate and must handle confidential matters requiring discretion required.

  • Strong computer skills and experience in productivity and portal technology systems to effectively handle Microsoft Office, SharePoint, Concur and expense reporting processes required.

  • Word: Forms, Mail Merge, Index and Tables

  • Excel: Forms, Formulas, Functions, Pivot Tables, Graphs

  • PowerPoint: Graphics, Animation

  • Experience making international and domestic travel arrangements, and coordinating on/offsite meetings are required.

  • Ability to maintain confidentiality

  • Ability to use a personal computer to accurately type a minimum of 50 words per minute

  • Ability to operate general office equipment

  • Ability to prioritize and perform multiple tasks in a fast-paced, collaborative team environment

  • Ability to interact appropriately with senior management on a regular basis

  • Strong organizational skills; ability to organize and maintain accurate, orderly files and records

  • Strong attention to detail; ability to accurately proofread documents

  • Knowledge of proper English usage, grammar, vocabulary, spelling

  • Strong customer-service orientation

Requirements

  • High School diploma, or equivalent

  • Generally, has 10+ years high-level administrative experience in a professional environment; experience in Human Resources a plus

  • Experience working with members of executive management, high-profile clients, and/or members of the Board of Directors

  • Excellent verbal and written communication skills are required to properly draft and edit meeting agendas, correspondence and presentations and interface with senior leaders required.

Nearest Major Market: Philadelphia

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Executive Administrative Assistant

Spark Therapeutics