Executive Assistant & Program Specialist, Human Resources
Perks & Benefits:
- 401(k) matching
- Dental insurance
- Disability insurance
- Health insurance
- Life insurance
- Paid parental leave
- Parental leave
- Manages and drives projects independently and at times in collaboration with others.
- Develops project plans, organizes, and conducts project meetings.
- Tracks and reports project progress against agreed milestones, takes corrective actions if needed.
- Prepares presentations for meetings to support project needs and needs of VP HR USA.
- Lead the planning and execution of community events such as Take Your Child to Work Day and New Hire Receptions.
- Be an active participant in the Community Events Committee
- Develops meeting agendas with input from VP and HR Leadership team.
- Prepares and distributes minutes from meetings.
- Tracks and follows up on progress of action items.
- Engages with the HR Leadership Team (USHRLT) by facilitating and leading regular and ad hoc meetings and enabling efficient communication flow between the HRLT and the US Head of HR.
- Acts as liaison between US Executive Team administrative offices and across functions, building strong and highly collaborative work relationships
- Coordinates on- and off-site meetings and engagements to support HR team building initiatives.
- Partners with Global HR and St-Prex on agenda, logistics and meeting materials for Board Committee meetings and Global HRLT visits to the US.
- Supports scheduling for Global HR leaders traveling to the US.
- Provide executive level administrative support to VP HR USA which includes proactive calendar and time management, scheduling meetings / events and managing calendars, requiring interaction with both internal and external contacts, managing complex executive and team meetings/events.
- Ensure meetings are started on time, conference call and meeting information is available to all participants, IT equipment works and other meeting logistics flow smoothly.
- Arrange and manage travel schedule, all logistics and reservations for VP HR USA, domestic and international travel.
- Consistently prepare, audit and maintain the VP HR USA expenses within Concur Expense Report System.
- Management of all departmental budget, invoices, vendors, POs, etc. including coordination with Finance and Legal as required.
- Coordinate and manage MSAs and SOWs, set up new vendors, in coordination with Legal.
- Handle incoming and outgoing electronic communications as needed.
- Develop and maintain files for HR department such as phone lists, organizational charts, team bios, templates, etc.
- Office supplies procurement and management as needed.
- Interact with vendors and visitors as a representative of Ferring HR.
- Bachelor’s Degree.
- 5+ years’ experience supporting at the executive level preferred.
- Excellent calendar management skills, including the coordination of complex executive meetings across time zones.
- Excellent organization skills and very high detail orientation.
- Strong knowledge of MS Office, including Word, Excel, and PowerPoint.
- Knowledge of Concur Expense Report system preferred.
- Excellent project management skills and the ability to handle multiple, competing projects simultaneously to meet tight deadlines.
- Excellent written and verbal communication skills; ability to communicate effectively across the global organization.
- Ability to influence and work well with individuals at different levels of the organization.
- Position requires maturity, discretion and the ability to stay calm under pressure.
- Ability to provide both project management and administrative support with a high-level of execution and autonomy.
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