Overview

Pharmaceutical Research and Manufacturers of America (PhRMA) is seeking an Executive Assistant.

The successful candidate will provide executive level support to the Executive Vice President and senior department leadership in a fast-paced environment. The individual will have strong written and verbal communication skills, a high level of integrity and discretion in handling sensitive and confidential information, and professionalism in dealing with others. The individual must be a strategic thinker, detail oriented, be able to creatively solve problems.

The successful candidate will also manage other administrative responsibilities to support the day-to-day operational requirements of the Policy and Research Department. The individual will report to the Chief of Staff of Policy and Research.

The Executive Assistant will:

Provide executive level support to the Executive Vice President and senior department leadership:

Provide strategic calendar management. This includes, but is not limited to, scheduling internal and external meetings and conference calls; proactively reconciling and resolving scheduling conflicts and other anticipated problems; coordinating materials and equipment for conference room meetings; and distributing materials and welcoming/escorting guests.
Schedule and coordinate all travel and expense reports. Coordinate travel arrangements for executives; organize all travel documents and prepare them in the executives’ preferred format; prepare Concur travel and expense reports for PRD leadership; and develop a system to collect receipts and other necessary information. The incumbent will ensure that expenses are in accordance with expensing policies and procedures and that expense reports are assembled within proper deadlines.
Offer other executive support as needed. This may include preparing daily and weekly briefing documents to support executives in managing their schedules and deliverables. Conduct a regular touchpoint to ensure alignment on weekly objectives, support needs, and outstanding calendar questions.

Manage day-to-day administrative support needs for the Policy and Research Department:

Support policy work groups. Coordinate with workgroup leads to ensure workgroup calls do not overlap with other key internal meetings or existing workgroup calls; maintain an accurate list of member company representation on work groups; update recurring meeting invites on a regular basis; track and communicate action items and requested follow-ups on workgroup calls and communicate them in a timely fashion to the work group lead; and systemically collect member engagement in workgroup tracker.
Lead logistical management of monthly Lunch and Learns. Assist lunch and learn lead by preparing formatted email invitation, including lunch and learn logo and approved copy, for distribution; work with lead to ensure invitation is sent well in advance of the deadline and proactively send reminders; and collect and manage all RSVPs for lunch and learn, and share regular updates on attendance with lunch and learn lead and presenter.
Other support as needed. Other responsibilities include, but are not limited to, managing the procurement of supplies within the budgeted amount for the department; liaising with Meetings and Facilities teams to secure conference room reservations for large department-wide or cross-department meetings; and liaising with IT to maintain accurate internal and external distribution lists.

Other responsibilities:

Build and maintain good business relationships with executives and administrative staff across the organization and with member company staff.
Provide backup support to the Manager and Chief of Staff as needed.
Demonstrate maturity, creativity, intuition, discipline, and commitment.
Perform other duties as assigned.

Key Success Factors
PhRMA seeks a support-oriented professional who is both collaborative and proactive. This role will interact with and need to establish trust quickly and confidently with, PhRMA employees, member company staff, and third parties. Key success factors for this role include excellent interpersonal and communication skills, exceptional time management and organization skills, and impeccable attention to detail. The successful candidate should be highly responsible, adaptable, level-headed, and able to manage effectively under pressure.

Professional Experience / Requirements

5+ years of experience supporting business executives.
Proactive, self-starter who has experience working with multiple managers with competing deadlines.
Excellent communication skills, both verbal and written.
Strong interpersonal skills and diplomacy.
Demonstrated commitment to customer service and quality.
Excellent organizational skills, ability to multi-task and balance priorities, as well as ability to work under pressure and utilize creative problem solving.
Ability to work independently on projects from conception to completion, exercise sound judgment and discretion when dealing with confidential matters.
Strong work ethic and attention to detail.
Strong command of Microsoft suite of software and Adobe Acrobat, including, but not limited to Outlook, Word, Excel, and PowerPoint.

Potential Salary

$78,200 - $105,500 per annum. Salary is commensurate with experience and other compensable factors.

Who we are
The Pharmaceutical Research and Manufacturers of America (PhRMA) represents the country’s leading innovative biopharmaceutical research companies, which are laser focused on developing innovative medicines that transform lives and create a healthier world. Together, we are fighting for solutions to ensure patients can access and afford medicines that prevent, treat and cure disease. Over the last decade, PhRMA member companies have invested more than $800 billion in the search for new treatments and cures, and they support nearly five million jobs in the United States.

Connect with PhRMA
For information on how innovative medicines save lives, please visit:
www.PhRMA.org
www.Innovation.org

www.MAT.org

www.Facebook.com/PhRMA
www.Twitter.com/PhRMA

What we offer
In addition to a highly competitive salary and bonus program, various opportunities for reward and recognition and a platform of extensive benefits, PhRMA is committed to the development and overall wellbeing of our team members. We offer traditional (medical, dental, vision, flexible spending, life, AD&D, LTD, STD, LTC) and enhanced benefits such as parental leave, a well-being program, an on-site fitness facility, back-up care, health advocate service, an employee assistance program, and commuting benefits. We also offer a robust 401k plan with employer contributions upon the first day of hire and immediate vesting, a generous paid time off plan, ten paid holidays (plus inauguration day), half day Fridays preceding holidays, half day Fridays in the summer months, and a paid winter break. As an organization, we work remotely on Mondays and Fridays and together in the office on Tuesdays through Thursdays. We also all work remotely in August.

We are committed to the growth and development of our team members and offer many learning opportunities including an integrated onboarding program, best-in-class leadership programming, tuition reimbursement, industry on-site and off-site training, and other management/professional development programs. Corporate social responsibility is also important to us at PhRMA. Our team members participate in community service activities, fundraising drives and charitable athletic events.

We are committed to supporting our family of professionals at PhRMA and strive to create programs that help our team members manage the challenges of balancing a fast-paced career with their personal goals.

Equal Opportunity Employer

PhRMA provides equal employment opportunities to all applicants without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, genetic information, disability, matriculation, political affiliation or veteran status in accordance with applicable federal, state and local laws governing nondiscrimination in employment.

The job description contains an overview of the activities and duties for this role. Responsibilities may change and new ones may be assigned at any time.