Executive Administrative Assistant

Executive Administrative Assistant (Hybrid) — Titusville, NJ (4 days onsite, 1 day remote)

Job Responsibilities
- Provide proactive, comprehensive administrative support to the Chief Scientific Officer (CSO), Scientific Affairs
- Manage a complex executive calendar (meeting coordination, prioritization, logistics)
- Coordinate and support meetings and events (1:1s to large forums), serving as day-of point of contact; ensure technology/rooms/services are in place
- Plan and manage domestic and international travel, including itineraries and real-time disruption support
- Prepare and submit expenses, purchase orders, and other administrative transactions accurately and timely
- Maintain files, distribution lists, and organizational information (e.g., org charts); coordinate routine requests and reporting
- Partner across the organization (including Scientific Affairs Leadership Team and admin team) to enable connectivity and collaboration
- Handle sensitive information with discretion and strict confidentiality
- Use required technologies effectively and learn new tools/features to improve efficiency

Requirements
- High school diploma or equivalent
- 8+ years supporting high-level executives
- Experience in a fast-paced, high-growth, matrix environment
- Strong written and verbal communication skills (draft/edit correspondence; prepare materials for executive review)
- Ability to manage competing priorities, anticipate executive needs, and work independently
- Maintain strict confidentiality; exercise sound judgment and discretion; strong attention to detail/organization
- Proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook), Zoom/Teams, and enterprise tools (e.g., Workday, Ariba/eMarketplace, IRIS)

Preferred Skills
- Administrative Support, Business Writing, Communication, Contract Monitoring, Customer Centricity, Data Capturing, Diary/Document Management, Handbooks, Office Administration, Organizational Knowledge, Organizing, Presentation Development, Problem Solving, Process Oriented, Professional Ethics, Travel Planning, Typing

Benefits (time off)
- Vacation: 120 hours/year
- Sick time: 40 hours/year (state-specific: CO 48; WA 56)
- Holiday pay, incl. Floating Holidays: 13 days/year
- Work/Personal/Family Time: up to 40 hours/year
- Parental Leave: 480 hours within one year of birth/adoption/foster care
- Bereavement Leave: 240 hours (immediate); extended family 40 hours/year
- Caregiver Leave: 80 hours in a 52-week rolling period
- Volunteer Leave: 32 hours/year
- Military Spouse Time-Off: 80 hours/year