Human Resources, Executive Assistant

The HR Executive Assistant will work as an integral member of the Jazz Human Resources team. This position is accountable for providing comprehensive administrative support to the Chief People Officer (CPO), HR Chief of Staff (CoS) and select members of the Human Resources Leadership Team (HRLT).

General responsibilities include but are not limited to complex calendar management, domestic and international travel coordination for individuals and groups, expense management, catering management including setup and cleanup, and greeting visitors.

More specifically, the EA must be able to provide C-suite-level administrative and operational support to the CPO that helps the CPO maximize their time and effectiveness. It requires exceptional organizational skills, higher-order problem solving and critical thinking, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Essential Functions/Responsibilities

The HR Executive Assistant will ensure the team runs smoothly, efficiently and professionally, coordinating all activities including, but not limited to:

• Handle confidential and non-routine information for the executives supported, ensuring discretion in all virtual communications

• Manage incoming communications including emails, voicemail, and digital calls and messages; provide timely follow-up and maintain administrative needs remotely

• Prepare professional documents such as correspondence, memos, charts, tables, graphs, and business plans using digital tools

• Proactively manage the calendars for the Chief People Officer, HR Chief of Staff, Vice President of Talent Management and Head of Culture & Communications

• Schedule and organize virtual meetings and maintain activities such as calendars, travel arrangements, and itineraries for occasional in-person events

• Prepare and submit expense reports accurately and on time

• Maintain organization charts and email distribution lists using collaboration platforms

• Coordinate logistics for on-site meetings when required, ensuring a professional and seamless experience

• Collaborate with other administrative professionals globally to deliver consistent support across multiple sites

• Manage and/or coordinate projects as assigned (e.g. employee engagement, large internal conferences, off-site meetings, etc.)

• Serve as a positive and supportive presence virtually, fostering strong connections and collaboration across the organization.

Required Knowledge, Skills, and Abilities

• Minimum of 8 years professional experience in a senior level administrative or business support role responsible for one or more senior executives

• Excel in a fast-paced global environment, preferably in a biotech or pharmaceuticals company

• Effective written and oral communication skills, strong interpersonal skills.

• Proactive higher-order problem-solving and critical thinking (i.e., able to tackle complex, non-routine problems and solve with skills beyond basic recall or simple application of knowledge.)

• Must be able to prioritize and multi-task, work effectively with little or no direction, and build collaborative relationships with management, partners and peers

• High integrity and discretion

• Strong organizational and time management skills

Required/Preferred Education and Licenses

• HS Diploma is required

• Bachelor's Degree preferred

Description of Physical Demands

• Occasional business travel as business needs require

• Occasional mobility within office environment

• Routinely sitting for extended periods of time

• Constantly operating a computer, printer, telephone and other similar office machinery

Description of Work Environment

• Frequent computer use at workstation

• Work indoors in normal office environment

• Responsibilities may require a work schedule that includes working outside of "normal" work hours, in order to meet business demands

• Occasional business travel and in-person interactions requiring appropriate business apparel

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