Senior Manager, Office of the CEO

Jazz Pharmaceuticals•Carlsbad, PA

9h•Hybrid

About The Position

The Senior Manager, Office of the CEO serves as the CEO’s senior executive support partner, with primary responsibility for maximizing the CEO’s time, readiness, responsiveness, and effectiveness. As an integral member of the Office of the CEO, this role also provides administrative and operational support to the Chief of Staff and contributes to the effective execution of broader Office of the CEO priorities, including Executive Committee and Board activities. Exercising exceptional judgment and discretion, the Senior Manager oversees complex calendars, travel, meeting preparation, commitments, and day-to-day information flow while partnering across the Office to anticipate needs, coordinate priorities, and ensure seamless execution. This reports to the CEO.

Requirements

Minimum of 10 years of professional experience in a C-suite or senior-level administrative role supporting one or more senior executives.
Ability to thrive in a fast-paced environment; experience in a biotechnology or pharmaceutical company is preferred.
Experience working in an international organization.
Ability to prioritize and manage multiple tasks, work effectively with little or no direction, and build collaborative relationships with leaders, partners, and peers.
Self-starter who is resourceful, leverages networks, proactively seeks information, and solves problems effectively.
Ability to work, collaborate, and communicate effectively in remote and hybrid environments.
Ability to provide flexible support across global time zones and, when business needs require, outside standard working hours.
Effective written and oral communication skills.
Strong interpersonal and facilitation skills, with the ability to interact with Board members and executives with ease.
Strong self-awareness and commitment to ongoing development to increase autonomy and proactivity in the role.
Ability to work in a highly energetic, flexible, and fast-paced environment.
Proven proficiency in Microsoft Outlook, Teams, Word, Excel, OneNote, PowerPoint, and Zoom
Living within commuting distance of a Jazz U.S. office: Philadelphia, PA; Carlsbad, CA; or Palo Alto, CA is required, and being able to work onsite as business needs require.

Nice To Haves

Project management skills or certification preferred.
College degree strongly preferred.

Responsibilities

Manage the CEO’s schedule efficiently and strategically, applying critical thinking to protect time for shifting priorities and meeting preparation, including external board obligations.
Schedule Executive Committee meetings (weekly, monthly, and quarterly), Board meetings, and Board committee meetings.
Anticipate and coordinate all aspects of meeting preparation, including clarifying objectives, protecting meeting preparation time, confirming logistics, and partnering with the Chief of Staff to secure pre-reads and briefing materials, ensuring the CEO is fully prepared for every meeting and engagement.
Triage requests and correspondence directed to the CEO, identify matters requiring immediate attention, coordinate timely responses with appropriate partners, and record the CEO’s commitments and follow-up actions in the team’s tracking system (Microsoft To Do).
Coordinate with designated contacts to ensure relevant business travel and commitments are reflected across the CEO’s calendars and, on occasion, assist with scheduling adjustments necessitated by changing business priorities.
Prepare detailed itineraries and coordinate all aspects of domestic and international travel, including airfare, hotels, car services, and office or desk space at Jazz locations for the CEO and Chief of Staff.
Support the Chief of Staff in identifying and coordinating meaningful in-person connections between the CEO and employees while traveling.
Partner with the Director of Operations and third-party providers to support Board director travel, lodging, dinner reservations, and expense reimbursement.
Coordinate meeting availability and communications with directors and their executive assistants and provide scheduling and travel support as needed.
Support the upload and organization of Board meeting materials, including managing document permissions and uploading and linking approved materials, as appropriate.
Prepare and submit expense reports for the CEO and Chief of Staff within the 30-day period required by policy.
Follow up with the CEO’s direct reports regarding aging, unsubmitted transactions.
Manage the end-to-end process for relevant purchase requisitions, purchase orders, statements of work, check requests, and invoice submission and approval for the Office of the CEO.
Maintain organizational charts, email distribution lists, and other team resources for the Office of the CEO.
Partner closely with the Chief of Staff and Director of Operations, as well as administrative and Global Workplace professionals across sites and time zones, to provide consistent global support for Executive Committee meetings and other Office of the CEO priorities.
Maintain and actively use team organization and workflow tools, including OneNote and Microsoft To Do.
Provide backup support to other members of the Office of the CEO, as needed.