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Jazz Pharmaceuticals plc (NASDAQ: JAZZ) is a global biopharmaceutical company whose purpose is to innovate to transform the lives of patients and their families. We are dedicated to developing life-changing medicines for people with serious diseases - often with limited or no therapeutic options. We have a diverse portfolio of marketed medicines and novel product candidates, from early- to late-stage development, in neuroscience and oncology. We actively explore new options for patients including novel compounds, small molecules and biologics, and through cannabinoid science and innovative delivery technologies. Jazz is headquartered in Dublin, Ireland and has employees around the globe, serving patients in nearly 75 countries. For more information, please visit and on Twitter.
Position Profile
The Senior Administrative Assistant is accountable for providing comprehensive administrative business support to the Global Regulatory Affairs and Drug Safety (GRADS) organization.
The Senior Administrative Assistant will report into GRADS leadership. The Senior Administrative Assistant will serve as a key point of contact and help ensure these global groups run smoothly, efficiently and professionally, managing all requested activities including, but not limited to:
- Proactive anticipation of stakeholders' needs and ability to manage a portfolio of complex, competing priorities in an efficient manner
- Communicate in a highly professional manner with a broad and diverse set of stakeholders
- Handle highly sensitive, confidential business information in an exemplary manner
- Proactive calendar management (scheduling meetings, accepting meetings as a calendar delegate and managing scheduling conflicts and priorities)
- Manage logistics of all team and staff meetings, both in-person and virtual, as requested (scheduling, A/V needs, food, etc.) and may be asked to support travel arrangements for consultants, guest speakers, etc.
- Plan team and outside meetings, including off-site, teleconferences and meetings with partners
- Schedule, organize and maintain travel arrangements and itineraries through corporate travel agency and travel system.
- Proactively taking steps to initiate seamless scheduling processes.
- Maintaining and updating GRADSLT schedules, calendars, and agendas.
- Verifying the availability of in-house and external participants for planned meetings.
- Confirming appointments and partnering with the GRADS Conference & Meeting planner to source venues, providing local SME knowledge on hospitality etc.
- Prepare and submit expense reports for team members, using Concur, in a timely manner and in compliance with company policies and requirements
- Manage all team contract/agreement and CDA requests in JazzAgree
- Manage all team purchase requisitions and orders, check requests and invoice processing needs, and as appropriate, interface with GRADS leaders to address concerns regarding executed contracts, including extensions or adding funds to purchase orders.
- Review and/or prepare routine correspondence, presentations and documents
- Facilitate the collation of feedback and/or send out Surveys as needed.
- Support GRADS with collation of metrics as needed.
- Coordinate contributions to cross-functional presentations.
- Support local onboarding activities and anticipate local new hire needs with regard to Jazz Remix environments. Ensure local new hires are added to relevant Distribution Lists and Channels.
- Provide local support to GRADS comms e.g., MS Teams Channel, as well as collation and communication of Rewards/Recognition.
- Provide support to DEIB events.
- Facilitate communication efforts, with support for project tracking and disseminating information from GRADSLT on project representation
- Participate in local audit and inspection events as required - including facilitation of 'backroom' activities, document tracking, scribe / recording duties, and on-site Investigator needs
- Manage appropriate department-level projects
- Handle confidential and non-routine information for the individual/s supported
- Act as a liaison and team representative with other groups within the company
- Coordinate projects, as assigned
Required Knowledge, Skills, and Abilities
- Minimum of ten years professional experience in a senior level administrative role in support of one or more senior executives in a global, fast paced environment, preferably in a biotech or pharmaceuticals company, with prior regulatory/pharmacovigilance support as a key advantage
- Ability to multi-task and work in a global, fast-paced environment, often under tight deadlines
- Ability to prioritize workload and manage multiple projects simultaneously, with strong attention to detail
- Experience working in an international organization
- Proven proficiency in Microsoft Word, Excel, and PowerPoint
- Proven proficiency with virtual collaboration tools (e.g., Microsoft Teams, Zoom, etc.)
- Strong IT and tech skills with regards regulatory information management
- Experience with event planning and travel
- Proficiency in Concur for business travel arrangements and expense report management
- Effective written and oral communication skills, strong interpersonal skills, and problem-solving, and facilitation skills are a necessity
- Must be able to build collaborative relationships with management, partners and peers and demonstrate a commitment to 'customer' delivery
- Must be able to work effectively with little or no direction, demonstrating a high-level of autonomy and proactivity
- Affinity to work in a highly energetic, flexible, and fast paced environment
- Demonstrates honesty, truthfulness, trust, leadership, business ethics and compliance with principled actions
- Ability to develop and sustain cooperative and productive partnerships
- Recognizes and embraces the company mission to improve patients' lives and actively supports this in daily work
- Demonstrates "can do" and "will do" attitude and approach
- Maintains good working relationships with all stakeholders both inside and outside the organization
- Commitment to high quality and performance
- Takes proactive measures in addressing challenging issues
Required/Preferred Education and Licenses
- HS Diploma or equivalent is required
- Some college-level course work is preferred
Jazz Pharmaceuticals is an Equal Opportunity Employer.
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