Executive Assistant

PURPOSE:

Dipharma, Inc is seeking an Executive Assistant to ensure that a high level of administrative support and assistance to the executive staff is properly handled with discretion and confidentiality. The ideal candidate will manage a broad range of responsibilities including communications, scheduling, travel, and events. Acts with proactivity, sound judgement, discretion, and confidentiality, exercising independent judgement with minimal oversight to keep leadership organized, informed and prepared.

DUTY AND RESPONSIBILITIES:

1. Provide high-level administrative support and assistance to the CEO, other assigned leadership staff as necessary to keep everyone organized, informed and prepared for upcoming events

2. Manage all tasks with proactivity, sound judgement, discretion and confidentiality; including handling sensitive, proprietary, and personal confidential information

3. Manage information flow in a timely and accurate manner, including screening, prioritizing, drafting, and/or responding to emails, calls, and mail on behalf of leadership. Will maintain organized filing systems, both physical and electronic.

4. Arrange travel, accommodations, detailed itineraries and pre-trip briefings for leadership and management as needed

5. Coordinate with staff and Group staff on behalf of CEO

6. Manage expense reporting for CEO, including policy adherence review for leadership

7. Schedule and attend meetings, taking notes, and collecting and tracking action items

8. Prepare agendas, presentation materials, and briefing documents for meetings

9. Plan and manage corporate events, gatherings, and meetings including team meetings, client visits, and staff gatherings

10. Provide other administrative assistance including but not limited to: greeting guests, filing, photocopying, scanning, recordkeeping, and ordering office supplies, and tracking project execution

11. Create purchase orders from internal ordering system, ensuring up-to-date information is input into SAP at order creation, ensuring Material Specialists receive order confirmations

12. Keep and maintain Group record and logs

13. Perform additional duties as assigned by management

Minimum Qualifications, SKILLS, and Requirements:

· High school diploma or GED required; Bachelor's degree in Business Administration or related field preferred.

· At least four years of related experience required.

· Exercises good judgement in a variety of situations.

· Excellent verbal and written communication skills.

· Excellent organizational skills and attention to detail.

· Excellent time management skills with a proven ability to meet deadlines.

· Ability to function well in a high-paced and at times stressful environment.

· Extensive knowledge of office administration, clerical procedures, and record-keeping systems.

· Demonstrates discretion and confidentiality.

· Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

· Experience with SAP preferred.

Pay: $65,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Tuition reimbursement
• Vision insurance

People with a criminal record are encouraged to apply

Experience:

• administrative assistant: 5 years (Preferred)

Work Location: In person