Under the direction of senior leadership, the Executive Assistant provides comprehensive administrative and organizational support to leadership within Research & Development. This role includes managing complex calendars, coordinating meetings and events, and handling domestic and international travel arrangements. The Executive Assistant ensures meeting readiness, manages individual expense reporting, and supports special projects as needed. The position requires interaction with a diverse group of internal stakeholders across all levels and locations, as well as external partners and visitors, while maintaining professionalism and confidentiality at all times.
Main Responsibilities and Accountabilities: List the roles and responsibilities of the position (please limit the number of responsibilities to the primary ten.)
1
Administrative Support
Provide diversified administrative support to senior leaders and their teams, including word processing, phone coverage, filing, mailings, and document management.
Organize and maintain confidential and time-sensitive materials and files.
Calendar & Meeting Management
Manage calendars and schedule appointments for executives and leadership team members.
Ensure meeting materials are prepared and assist in tracking priorities and deliverables.
2
Event & Project Coordination
Plan and manage special projects and events, including global meetings and project-related sessions.
Arrange facilities, catering, invitations, and travel for internal and external participants.
Monitor and control event budgets.
Prepare visual presentations and meeting materials as needed.
3
Travel & Expense Coordination
Coordinate domestic and international travel arrangements and compile itineraries.
Prepare documents for travel-related meetings and process expense reports accurately and promptly.
Reconcile corporate credit card accounts for assigned leaders
4
Budget & Compliance
Monitor standard expenditures to ensure activities remain within established budgets.
Manage implementation of legal contracts and agreements, ensuring proper signatures and maintaining organized files.
5
Onboarding & Collaboration
Support onboarding of new hires and collaborate with other administrative professionals to ensure a consistent experience.
Serve as a liaison with internal and external stakeholders globally, representing the department professionally and maintaining confidentiality
6
Other Duties
Perform other related duties as assigned.
Job Qualifications and Experience Requirements: Provide hiring requirements for the specified position, including educational, experiential, and competency requirements necessary for the position.
Education
High School Diploma or equivalent vocational or technical training.
Bachelor’s degree or Technical College degree a plus.
Experience
3-5+ years' administrative support experience preferably in within pharmaceutical industry
Competencies
Technical Proficiency: Advanced skills in Microsoft Office Suite, Adobe Acrobat, and enterprise systems such as Ariba, SAP, and Concur; ability to quickly learn and adapt to new technologies.
Trusted Partner: Demonstrated ability to maintain confidentiality and exercise discretion in all aspects of work.
Flexibility: Willingness to adjust working hours to accommodate multiple time zones when necessary.
Learning Agility: Proven ability to learn quickly and adapt to changing priorities and processes.
Emotional Intelligence: Strong interpersonal skills with the ability to navigate complex relationships and maintain professionalism.
Executive Support Expertise: Skilled in providing efficient, high-quality assistance to senior leaders.
Professionalism & Urgency: Maintains a polished demeanor and responds promptly to time-sensitive requests; demonstrates strong ethical standards.
Self-Directed & Accountable: Proactive, dependable, and responsible for delivering results independently.
Communication Excellence: Exceptional verbal and written communication skills with the ability to convey information clearly and succinctly.
Deadline-Driven: Strong ability to anticipate challenges and proactively manage priorities for senior executives.
Problem-Solving & Organization: Demonstrated strength in critical thinking, time management, and organizational skills.
Multitasking Ability: Skilled at balancing and prioritizing multiple high-impact tasks simultaneously.
Tact & Diplomacy: Exercises sound judgment and professionalism when interacting with all levels of management and external stakeholders.
About CSL Seqirus
CSL Seqirus is part of CSL. As one of the largest influenza vaccine providers in the world, CSL Seqirus is a major contributor to the prevention of influenza globally and a transcontinental partner in pandemic preparedness. With state-of-the-art production facilities in the U.S., the U.K. and Australia, CSL Seqirus utilizes egg, cell and adjuvant technologies to offer a broad portfolio of differentiated influenza vaccines in more than 20 countries around the world.
To learn more about CSL, CSL Behring, CSL Seqirus and CSL Vifor visit https://www.csl.com/ and CSL Plasma at https://www.cslplasma.com/.
Our Benefits
For more information on CSL benefits visit How CSL Supports Your Well-being | CSL.
You Belong at CSL
At CSL, Inclusion and Belonging is at the core of our mission and who we are. It fuels our innovation day in and day out. By celebrating our differences and creating a culture of curiosity and empathy, we are able to better understand and connect with our patients and donors, foster strong relationships with our stakeholders, and sustain a diverse workforce that will move our company and industry into the future.
To learn more about inclusion and belonging visit https://www.csl.com/careers/inclusion-and-belonging
Equal Opportunity Employer
CSL is an Equal Opportunity Employer. If you are an individual with a disability and need a reasonable accommodation for any part of the application process, please visit https://www.csl.com/accessibility-statement.
Watch our ‘On the Front Line’ video to learn more about CSL Seqirus