Executive Assistant and Office Manager: - Job ID: 1307

Ascendis Pharma

Ascendis Pharma

This job is no longer accepting applications

See open jobs at Ascendis Pharma.
Administration, Operations
Princeton, NJ, USA
Posted on Saturday, February 10, 2024

This position will have a broad range of responsibilities at various levels including interfacing with top executive management and internal/external stakeholders. This individual will manage all administrative duties for the SVP Chief Global Commercial.

Key Responsibilities

o Provide heavy calendar management and serve as the primary gatekeeper for the SVP & Global Chief Commercial Officer and US Commercial Office (and other senior leaders as assigned) schedules liaising with internal and external stakeholders – comfortable working in multiple time zones (US, Europe and Asia)

o Schedules and coordinates executive meetings, conference calls, and other special events, logistics, secure materials in advance, technical/audio requirements, catering, etc.

o Arranges domestic and international travel, which may include developing itineraries and agendas, booking transportation and hotel arrangements

o Prepares, tracks and ensures timely submission of expense reports and purchase orders

o Creates PowerPoint presentations, including graphics and tables

o Takes meeting minutes, sends deliverables to stakeholders

o Assists with interview scheduling and coordination to ensure a smooth candidate experience.

o Ensure confidentiality is maintained

o Works closely with Finance, Investor Relations and Global Communications teams around quarterly earnings cycles and investor activities

o May assist / serve as a backup for preparation and assembles board books, assist in preparation for board meetings, and other executive materials a presentation

o Serves as the office manager for the NJ office to coordinate day to day overall office administrative needs

  • Maintain the office condition and arrange necessary repairs
  • Manages office supply and food and beverage budgets; provides monthly overview to Head of Administration
  • Oversees facility maintenance including cleaning vendors, alarm/security vendor and printing service vendors
  • Responsible for EH&S protocol, staff training and safety equipment maintenance.
  • Partner with HR to update and maintain office policies as necessary
  • Organizes onboarding for new employees. Coordinates first day preparations including: welcome reception, parking logistics, Ascendis welcome collateral, and office safety documents.
  • Manage contract and price negotiations with office vendors & service providers
  • Coordinate with IT department on all office equipment
  • Manage Concur travel portal. Tasks include configure authorizations according to company org charts, set up new staff accounts, provides portal training and support to staff, makes recommendations for portal updates; provides monthly report to Head of Administration

This job is no longer accepting applications

See open jobs at Ascendis Pharma.