Executive Administrative Assistant

PPD is a leading global contract research organization providing comprehensive, integrated drug development, laboratory and lifecycle management services. Our clients and partners include pharmaceutical, biotechnology, medical device, academic and government organizations.

Provides senior-level administrative support for the Corporate Communications, Public Affairs and Philanthropy group.

• Composes, copies and distributes correspondence and memoranda, reports, documents, forms and tables for VP and direct reports
• Sorts & distributes incoming mail/outgoing mail; monitors and triages email sent to the department’s shared online mailbox
• Maintains calendars and schedules meetings
• Arranges travel, reservations and prepares/submits expense reports in a timely fashion
• Collects, compiles, prepares and updates presentations, reports, meetings agendas and other documents
• Supports department budget by creating purchase requisitions/purchase orders, processing invoices, tracking budget spending and liaising with finance
• Coordinates planning and details of onsite and offsite meetings/events including catering needs
• Inventories, orders and distributes office supplies
• Maintains inventory and assists with ordering and shipping of collateral and giveaway items
• Manage department calendar of events and PTO
• Updates department information and contact information for company offices and labs, including on the website and intranet
• Coordinates corporate head shot photography sessions and uploads photos
• Coordinates with administrative assistants in other departments to handle temporary work overloads and fill in for temporary absences.

Education and Experience:

• High school/secondary school graduate or professional certification
• Previous administrative experience (comparable to 2-6 years)
• Or, an equivalent combination of education, training and experience that provides the knowledge, skills and abilities to perform the job.

Knowledge, Skills and Abilities:

• Good knowledge of company operations, policies and procedures.
• Strong Microsoft Office skills.
• Strong communication, organizational and interpersonal skills.
• Ability to identify and set priorities and effectively perform a variety of task simultaneously.
• Ability to deal professionally with highly confidential information and matters.
• Strong attention to detail and accuracy.
• Positive attitude and ability to work effectively with others at all levels of the organization

Working Conditions and Environment:

• Work is performed in an office or clinical environment with exposure to electrical office equipment.
• Occasional drives to site locations. Potential occasional travel required.

Physical Requirements:

• Frequently stationary for 4-6 hours per day.
• Repetitive hand movement of both hands with the ability to make fast, simple, repeated movements of the fingers, hands, and wrists.
• Occasional mobility required.
• Occasional crouching, stooping, bending and twisting of upper body and neck.
• Light to moderate lifting and carrying (or otherwise moves) objects including luggage and laptop computer with a maximum lift of 15-20 lbs.
• Ability to access and use a variety of computer software developed both in-house and off-the-shelf.
• Ability to communicate information and ideas so others will understand; with the ability to listen to and understand information and ideas presented through spoken words and sentences.
• May interact with others, relating and gathering sensitive information. Interaction includes diverse groups.
• Works with guidance or reliance on oral or written instructions from management. May require periods of intense concentration.
• Performs a wide range of variable tasks as dictated by variable demands and changing conditions with little predictability as to the occurrence. Ability to perform under stress. Ability to multi-task.
• Regular and consistent attendance.