Executive Assistant

Application deadline:

Location: Madison 07940, New Jersey, United States

Contract type: Permanent

Job ID: 4942

Role Description

Make an impact where organization, collaboration, and leadership come together.

Your Role:

The Executive Assistant provides high-level administrative support to one or more executives, ensuring efficient management of schedules, communications, events, budgets, and confidential information. The role’s purpose is to streamline executive operations, facilitate coordination across the organization, and enable leadership to focus on strategic priorities.

This role is based out of LEO's Madison, NJ office.

Your Responsibilities:

Standard Tasks:

• Provide comprehensive administrative support, including scheduling meetings, managing complex calendars, and arranging travel itineraries for one or multiple executives.

• Manage and maintain confidential and sensitive information with the utmost discretion.

• Coordinate video conferences, internal/external meetings, catering, and special event logistics.

• Track, manage, and reconcile expenses, invoices, and the contract lifecycle.

• Prepare, review, and edit correspondence, presentations, and other documents with acute accuracy.

• Serve as liaison between leadership, internal teams, and external stakeholders, ensuring effective communication and collaboration.

• Attend meetings, take minutes, and ensure timely follow-up on action items.

Regulatory Affairs:

• Ensure coverage to monitor RA mailbox daily for all FDA correspondence (received via snail mail), stamp and archive in the appropriate folders in the Regulatory File Room. Send a copy to the US RA team (via email).

• Retain paper archives in Regulatory File Room; keeps documents up to date at all times; inspection readiness support.

• Assist Head of RA North America with registration and renewals for Annual Meetings (DIA, RAPS) and membership fees, contractor agreements, invoices.

• Responsible for processing vendor invoices for NA RA team by collaborating with finance to process payment and sign-off by Head of RA North America.

Medical Affairs:

• Organize and coordinate monthly Department meetings; Responsible for agenda and slide development, organizing speakers etc.

• Provide ad hoc support to the NAMA LT weekly meeting with action items.

• Support creation of purchase orders and invoices for department, as needed.

Your Qualifications:

• 3+ years’ experience supporting a Vice President level executive.

• Bachelor’s degree a plus.

• Strong computer skills with advanced competency in MS Word, Excel, and PowerPoint.

• Ability to handle confidential issues with tact.

• High attention to detail, ability to multi-task and prioritize, and strong organizational skills

• Strong communication and interpersonal skills, professional attitude, and ability to work under pressure and meet timely deadlines

• Ability to work on special projects and support key department initiatives, as assigned.

Compensation:

The base salary range for this position is $90,000-105,000 per year. The base salary range represents the anticipated low and high of the LEO Pharma range for this position. Salary will vary based on various factors such as the candidate's qualifications, skills, competencies, and proficiency for the role. In addition, some positions may include eligibility to earn commissions/bonus based on company and / or individual performance.

Beyond the skin

Join LEO Pharma, a global leader in medical dermatology, as we go beyond the skin to make a lasting impact. Our innovative approach sets us apart. We are dedicated to leaving a legacy that positively impacts patients, colleagues, and our planet.

LEO Pharma Inc. is an Equal Opportunity/Affirmative Action Employer. At LEO Pharma, we believe that our different perspectives, backgrounds, and attitudes are what enable us to make the best decisions, foster an inclusive culture, and meet the needs of the market we operate in. Therefore, we encourage you to apply for the position if you are excited about the role - even if you don’t meet every single requirement listed, you might be just the pioneer we are looking for. With this in mind, applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, or protected veteran status and will not be discriminated against on the basis of disability. We believe in flexibility in all aspects - also when it comes to supporting our employees' diverse needs, hence, we offer hybrid work opportunities whenever possible.

For certain positions, LEO Pharma might complete a background check conducted by a third party.

LEO Pharma Inc. seeks information for job applications from candidates in the U.S. through only the following channels:

• the LEO Pharma Inc. website and Halogen Talent Acquisition, powered by Jobvite
• via email to/from addresses using only the LEO Pharma domain of "@leo-pharma.com"
• screening and interaction by telephone and through the Microsoft Teams platform.

Please note:

• LEO Pharma does not use Google Hangouts, Zoom or any other platform for any recruitment-related activities.
• Disregard any solicitation or request for information related to job applications with LEO Pharma via any other means and/or using email addresses with any other domain.
• LEO Pharma will never ask candidates to make any type of personal financial investment related to gaining employment with the company.

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