Lead Associate, Administrative Services - HYBRID

Organon & Co•Jersey City, NJ

63d•Hybrid

About The Position

The Lead Administrative Assistant (LAA) is responsible for providing comprehensive administrative, tactical and strategic coordination and office management for the Associate Vice President, Alliance Management and Integration (AMI) and Head of Strategy within the Corporate Development organization. The LAA will also oversee critical initiatives and support the business needs in alliance operations and governance, process improvement, change management, and compliance support, enabling achievement of functional and corporate goals. The LAA will provide intensive support to the Associate Vice Presidents (AVPs) and their teams acting with minimal supervision, anticipating the needs of the AVPs and Leadership Teams (LT) while managing the dayâtoâday workflow and prioritizing various projects, which includes scheduling, contact management, preparing materials for meetings, and participating in a wide range of special projects. The LAA is responsible for exercising professional judgment in managing the office, with a strong focus on the awareness of the confidential nature of the information flowing in and out of the office. Work requires the coordination and performance of multiple tasks while understanding the project principles and technical skills related to own work assignments. Work priorities and activities are accomplished to a high standard with little supervision. Communication skills must be at a level to effectively interact with senior level Organon executives, and internal/external stakeholders to maintain workflow. Produces/completes various work assignments requiring advanced analytical ability, independent judgment, creativity and problem-solving skills.

Requirements

Bachelor's degree or relevant experience in the administrative field.
At least five years' experience as an executive assistant providing high-level support to management.
Skilled in planning and project management; able to take an idea from concept to completion.
A self-starter, who can proactively manage priorities, exhibit sound judgement and independently resolve workstream priorities and planning.
Proven organizational, problem-solving, and time management skills to complete a high volume of varied responsibilities in a fast-paced setting.
Ability to adjust to constant/changing situations, to manage relationships with others and to communicate with a high level of professionalism.
Able to balance conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines.
Utilizes analytical skills and demonstrate broad understanding of the business to effectively interpret and anticipate needs.
Attention to detail; high level of confidentiality; leadership skills; the ability to exercise initiative, make sound decisions, and understand limitations.
Eager to acquire proficiency in and teach others about new technology or organizational change initiatives.
Excellent verbal and written communication skills and the ability to influence without authority.
Excellent relationship builder; discretion, and diplomacy with all internal and external stakeholders with demonstrated ability to maintain confidential/sensitive information.
Proficient in all MS Office applications including, Word, Excel, PowerPoint.
Prompt responsiveness and anticipatory proactivity for calendar and administrative requests.

Responsibilities

Oversee day-to-day support for the AVPs, including proactively managing calendar scheduling both day-to-day and long-term, including scheduling meetings, and booking travel, submitting expenses for reimbursement.
Support scheduling joint governance meetings including preparatory and debriefing meetings for the alliance portfolio. Provide logistics support incl. coordination with Business Technology (BT) and facilities.
Provide administrative support for preparing and sending formal communications including legal notifications for alliance portfolio.
Provide logistical support for implementing alliance health checks.
Manage multiple tasks and high-level projects while simultaneously managing day-to-day operations of the office.
Collaborate with stakeholders to plan and execute larger organizational conferences and meetings, whether remote or in person (e.g., staff meetings, conferences, workshops).
Collect and assemble information, and prepare slides for presentations, special projects and strategic planning.
Plan content and oversee logistics for professional development workshops and team-building events.
Provide operational support for knowledge management activities, including new hire onboarding.
Assist in preparing annual budget.
Assist AVPs in preparing for upcoming appointments by gathering agendas or materials, as necessary.
Facilitate, build and monitor relationships with external stakeholders, including tracking contacts in database and managing follow-up.

Benefits

Benefits offered in the U.S. include a retirement savings plan, paid vacation and holiday time, paid caregiver/parental and medical leave, and health benefits including medical, prescription drug, dental, and vision coverage in accordance with the terms and conditions of the applicable plans.

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