Job Function: Business Support
Job Sub Function: Administration & Secretarial
Job Category:Business Enablement/Support
All Job Posting Locations:Titusville, New Jersey, United States of America
Job Description:We are searching for the best talent for an
Executive Administrative Assistant. This hybrid role will be in
Titusville, NJ.
We are seeking an experienced, proactive Senior Administrative Assistant to provide high-level administrative and operational support to at least two Vice President-level leaders within Innovative Medicine Supply Chain. As a trusted partner, you will anticipate business needs, protect leadership capacity, and enable effective execution across a fast-paced global organization of more than 150 employees. This role requires exceptional judgment, discretion, organization, communication, and follow-through.
Key Responsibilities- Manage complex calendars, priorities, meetings, domestic and international travel, detailed itineraries, and expense reporting for multiple Vice President-level leaders; proactively resolve conflicts and ensure leaders are prepared for commitments and decisions.
- Plan and execute leadership meetings, quarterly face-to-face sessions, town halls, off-site meetings, team-building activities, and other events, including facilities, catering, materials, presentations, and follow-up logistics.
- Coordinate organization-wide administrative activities, including onboarding and offboarding, interview scheduling, organizational charts, distribution lists, team channels, collaboration sites, new-hire announcements, supplies, and shipping.
- Maintain SharePoint, Microsoft Teams, Viva Engage, and related organizational tools and content with accuracy and appropriate access controls.
- Support purchase orders, contracts, vendors, invoices, and external meetings in accordance with company processes and compliance requirements.
- Coordinate culture, Credo, engagement, employee resource group, fundraising, and employee experience activities that strengthen connection and organizational effectiveness.
- Safeguard confidential information, build effective relationships across internal and external partners, provide backup administrative coverage, and support special projects or urgent business needs.
Required Qualifications- High school diploma or equivalent.
- At least 6 years of administrative, executive assistant, or related business support experience, including independently supporting multiple senior leaders and leadership teams in a complex organization.
- Advanced capability in calendar management, Microsoft Outlook, travel coordination, expense reporting, meeting planning, and executive support.
- Strong proficiency with Microsoft 365 applications, including Teams and SharePoint, and the ability to learn enterprise systems and collaboration tools.
- Excellent written and verbal communication skills, attention to detail, confidentiality, responsiveness, and consistent follow-through.
- Ability to collaborate across functions and time zones in a fast-paced, global environment.
Preferred Qualifications- Associate or bachelor's degree in business administration, communications, human resources, operations, or a related field.
- Experience in pharmaceutical, healthcare, manufacturing, supply chain, technical operations, or another regulated, global matrix organization.
- Experience coordinating executive town halls, leadership team meetings, large-scale events, and culture or engagement activities.
- Experience with Workday or similar human resources systems, purchase-order processes, vendor coordination, SharePoint site administration, and enterprise collaboration platforms.
- Demonstrated ability to anticipate stakeholder needs, influence without authority, and manage sensitive information professionally.
This job posting is anticipated to close on 9/8/2026.
This position is overtime eligible.
#LI-HybridRequired Skills:Preferred Skills:Administrative Support, Business Writing, Communication, Contract Monitoring, Customer Centricity, Data Capturing, Diary Management, Document Management, Handbooks, Microsoft Office, Office Administration, Organizational Knowledge, Organizing, Presentation Development, Problem Solving, Process Oriented, Professional Ethics, Travel Planning, Typing
The anticipated base pay range for this position is :$63,000.00 - $101,430.00
Additional Description for Pay Transparency:
Subject to the terms of their respective plans, employees are eligible to participate in the Company's consolidated retirement plan (pension) and savings plan (401(k)).
Subject to the terms of their respective policies and date of hire, employees are eligible for the following time off benefits:
Vacation -120 hours per calendar year
Sick time - 40 hours per calendar year; for employees who reside in the State of Colorado -48 hours per calendar year; for employees who reside in the State of Washington -56 hours per calendar year
Holiday pay, including Floating Holidays -13 days per calendar year
Work, Personal and Family Time - up to 40 hours per calendar year
Parental Leave - 480 hours within one year of the birth/adoption/foster care of a child
Bereavement Leave - 240 hours for an immediate family member: 40 hours for an extended family member per calendar year
Caregiver Leave - 80 hours in a 52-week rolling period10 days
Volunteer Leave - 32 hours per calendar year
Military Spouse Time-Off - 80 hours per calendar year
