Executive Assistant

Jazz Pharmaceuticals • San Diego, CA

9d • $77,600 - $116,400 • Hybrid

About The Position

The Executive Assistant provides calendar management, schedule prioritization, and strategic administrative support for a team of at least two senior leaders at the SVP, VP, and Executive Director levels. The role interfaces and communicates with other Senior/Executive Assistants and leaders across the company, and helps the team operate smoothly, efficiently, and professionally. This is a hybrid position requiring 2–3 days per week onsite in San Diego, California; candidates must live within commuting distance of the San Diego office.

The position supports leaders across multiple time zones, coordinates individual and departmental activities and events, prepares meeting and presentation materials, manages expenses and vendor-related paperwork, and handles special and ongoing projects. It requires advanced PowerPoint skills and the ability to produce polished presentations under tight deadlines.

Requirements

• At least 5 years of experience in an administrative or executive support function.
• Strong project management skills.
• Ability to multitask and prioritize work.
• Strong collaboration skills.
• High attention to detail.
• Knowledge of driving process and quality improvement efforts.
• Exceptional organizational and communication skills.
• Ability to work independently and under pressure.
• Familiarity with Concur for travel and expense reporting.
• High integrity and ability to appropriately manage sensitive and confidential information.
• Ability to learn quickly, flexibility, enthusiasm, and a proactive approach to departmental support.
• Strong interpersonal, time-management, and organizational skills.
• Familiarity with virtual communications systems such as Zoom and Microsoft Teams.
• High school diploma required.
• Must live within commuting distance of the San Diego office to support scheduled onsite days.

Nice To Haves

• Bachelor’s degree or equivalent in a relevant field is preferred.

Responsibilities

• Manage calendars, prioritize schedules, and provide strategic support to multiple senior leaders.
• Communicate and coordinate regularly with each leader, providing check-ins and updates to ensure work is coordinated.
• Support team members across multiple time zones.
• Schedule and organize individual and departmental activities, meetings, large group events, off-site department meetings, and POA meetings.
• Prepare and complete leaders’ expense reports.
• Manage contracts, purchase orders, and invoices for department vendors.
• Collaborate with the team to prepare materials for team meetings, board meetings, department updates, and other forums.
• Work independently and as part of teams on special and ongoing projects.
• Draft, format, and finalize professional PowerPoint presentations, with attention to visual layout and slide design and the ability to meet tight deadlines.
• Manage or coordinate assigned projects, such as employee engagement activities, large internal conferences, and off-site meetings.
• Perform other duties as assigned to support team operations.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) retirement savings plan
• Flexible paid vacation
• May be eligible for a discretionary annual cash bonus or incentive compensation, depending on the role
• May be eligible for discretionary equity grants

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED