Job Function: Business Support
Job Sub Function: Administration & Secretarial
Job Category:Professional
All Job Posting Locations:Horsham, Pennsylvania, United States of America, Raritan, New Jersey, United States of America, Titusville, New Jersey, United States of America
Job Description:We are searching for the best talent for a Sr. Executive Administrative Assistant. This hybrid role will be in Raritan, NJ, Horsham, PA and Titusville, NJ.
The requirement for this position is to work in the office 3-4 days per week and work from home 1-2 days per week.
The Advanced Therapies Quality (ATQ) Senior Executive Administrative Analyst provides high-level executive and operational support to the Vice President of Advanced Therapies Quality and the global Advanced Therapies Quality Leadership Team. The role combines Executive administrative support with broader responsibility for leadership team operations, business coordination, and organizational effectiveness.
Operating with a high degree of independence, judgment, and discretion, this individual will proactively manage complex priorities while helping drive the operating rhythm of the ATQ Leadership Team. Responsibilities include management of the leadership operating calendar and governance cadence, meeting and decision follow-through, coordination of business updates and metrics, preparation of executive-level materials and communications, and tracking of key actions, milestones, and deliverables.
The role serves as a central point of coordination across the global ATQ organization, partnering closely with leadership team members and key stakeholders to anticipate needs, connect activities across the organization, improve ways of working, and ensure leadership priorities are effectively planned, communicated, and executed. The individual will also provide comprehensive executive support to the Vice President, Advanced Therapies Quality including complex global calendar and travel management, executive meeting and event coordination, expense and procurement activities, and management of sensitive and confidential information.
Key responsibilities:•
Executive Support, Calendar Management & Travel Managemento Provide comprehensive executive administrative support to the Vice President of Advanced Therapies Quality.
o Proactively manages a complex global executive calendar, prioritizing meetings, commitments and competing demands across multiple time zones.
o Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation and logistics.
o Serve as the primary administrative liaison between the VP Quality and key stakeholders, ensuring timely communication, responsiveness and follow-up.
o Proactively anticipate needs, resolve scheduling conflicts and ensure efficient use of time.
o Handle sensitive business information with the highest degree of professionalism, confidentiality and discretion.
•
Financial & Administrative Managemento Manage expense reporting, invoice processing, purchase orders and procurement requests using company systems (e.g., Ariba, Concur).
o Manage office resources and vendor relationships to ensure operational continuity.
o Identify opportunities to simplify and improve administrative processes and ways of working.
o Support preparation and formatting of executive correspondence, presentations and business documentation, as needed.
•
Executive Meeting & Event Coordinationo Coordinate domestic and international logistics for leadership meetings, Executive visits, townhalls, workshops and team off-site events.
o Manage meeting scheduling, invitations, venue arrangements, materials, technology requirements and participant communications.
o Partner with meeting organizers to ensure a professional and seamless experience for participants.
•
Leadership Team Operations & Governanceo Support the development and maintenance of the Advanced Therapies Quality LT annual operating calendar and meeting cadence.
o Partner with the ALT LT members to develop agendas, coordinate presenters, and ensure meeting materials (including pre-read) and presentations are prepared and finalized on time.
o Coordinate the collection and consolidation of business updates, leadership presentations and materials for governance and operating reviews.
o Maintain meeting minutes, action trackers, decision logs and follow-up items from ATQ LT meetings to support accountability and timely closure of deliverables.
o Track meeting readiness, outstanding deliverables and key milestones, proactively identify gaps and escalate items requiring attention
o Identify opportunities to improve leadership team meeting effectiveness, preparation communication and administrative processes
o Support the collection, consolidation and organization of monthly and quarterly metrics
o Assist with preparation and formatting of leadership presentations, executive reports, organizational announcements and internal communications
o Maintain LT SharePoint and Teams sites, and related communications platforms to facilitate information sharing
Qualifications:Required:- High school diploma required; bachelor's degree or formal administrative training preferred.
- Minimum 8 years of Executive Administrative experience supporting senior leaders in a global organization.
- Fluent in English, both written and spoken.
- Advanced proficiency in Microsoft 365 (Outlook, PowerPoint, Excel, Word, and Teams), collaboration tools, and expense systems.
- Demonstrated experience managing complex executive calendars, international travel and meeting logistics.
- Excellent organizational skills with the ability to prioritize and coordinate multiple competing demands with accuracy and attention to detail.
- Strong written and verbal communications skills, including professional interactions with senior executives and cross-functional stakeholders.
- Demonstrated ability to work independently, anticipate needs, exercise sound judgement and handle sensitive information with professionalism and discretion.
- Strong experience with digital platforms and virtual meeting technologies (e.g. Teams and Zoom).
- Flexibility and adaptability in a fast-paced environment.
- Exceptional organizational and prioritization skills with the ability to manage multiple priorities.
- Strong interpersonal and communication skills, capable of engaging with executives and stakeholders at all levels.
- Proven ability to exercise discretion, maintain confidentiality, and resolve complex issues independently.
- Demonstrated agility and adaptability in a hybrid work environment.
- This position may require up to 15% travel.
Preferred:
- Bachelor's degree or formal administrative training preferred.
- Certified Administrative Professional (CAP) certification desirable.
- Previous experience supporting VP-level executives or senior leadership teams within a global organization
- Experience coordinating leadership team operating rhythms, business reviews, meeting agendas and follow-up activities.
- Demonstrated ability to consolidate information, maintain trackers and prepare business reports or dashboards using Excel or PowerPoint.
- Experience with SharePoint, Teams and enterprise procurement and expense management systems.
- Prior experience within the pharmaceutical, biotechnology, medical device or other related regulatory industry preferred.
This job posting is anticipated to close on 11/3/2026.
This position is overtime eligible.
#LI-HybridRequired Skills:Preferred Skills:Administrative Support, Business Behavior, Business Writing, Communication, Customer Centricity, Data Capturing, Document Management, Event Management, Microsoft Office, Office Administration, Organizational Knowledge, Organizing, Presentation Development, Problem Solving, Professional Ethics, Travel Planning, Typing
The anticipated base pay range for this position is :$79,000.00 - $127,650.00
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
