Executive Administrative Assistant

Job Description

• The Executive Assistant will provide highly professional personal administrative support to several senior leaders (Executive Leadership Team and C-level leaders) and departmental support as needed.  Must provide on-site support.
• This individual will develop and maintain strong, credible relationships across with the company’s executives, the supported teams and outside customers.
• This position requires a high-performing, experienced professional that functions with a high level of integrity, confidentiality and excellence. This individual must be self-motivated, seek challenges and anticipate needs.
• Must be able to track the activities of the department and its senior leaders, coordination of multiple individuals’ meetings with internal and external customers and be able to function fluidly and effectively with minimal direction.
• Must anticipate and respond to changing situations and encourage and help others to do the same. Must effectively manage conflicting priorities, be comfortable in a fast-paced environment.
• Independently resolves moderately complex problems and issues under general supervision using appropriate judgment, discretion and knowledge. 

Qualifications/ Required

Knowledge/ Experience and Skills:

The following are requirements for this position: 

• Must be highly organized, possess exceptional administrative, verbal and written communications skills
• Prioritizing and organizing work
• Multi-tasking and balancing work while delivering results with the highest quality possible.
• Flexible schedule and ability to work late hours if needed due to project demands
• A high level of proficiency with the Microsoft Office suite, especially PowerPoint expertise
• Able to learn systems and procedures quickly
• Strong organizational savvy and able to deal effectively with ambiguity
• Reviews drafts and finished documents for appropriate language, grammatical usage, and format.
• Proven track record of assisting industry executives
• Excellent meeting organizational skills, good understanding of international travel management 
• Some of the primary responsibilities include:  Manage administrative details and routine issues independently, taking ownership for completion.
• Assist in complex project coordination and support initiatives.
• Help with project plans for project teams, in local and virtual team settings with internal and external customers.
• Manages and maintains complicated business calendars in Outlook.
• Maintains confidential records and files and maintains highest level of confidentiality.
• Assists executives in the preparation of PowerPoint slide presentations, handouts, and other written materials for distribution at meetings.
• Manage meetings with internal and external customers (scheduling, meeting invitations, prepares agendas and collects and distributes materials for meetings, assist in writing meeting minutes etc),
• Manage complex travel schedules – both domestic and international. Completes expense reports.
• Team with colleagues to meet deadlines
• At least 10 years of administrative experience supporting Executive Leadership Team and C-level leaders is required.

Educational Qualifications

• Bachelor’s degree is required.

Come discover more about Otsuka and our benefit offerings; https://www.otsuka-us.com/careers-join-otsuka.

Disclaimer: 

This job description is intended to describe the general nature and level of the work being performed by the people assigned to this position. It is not intended to include every job duty and responsibility specific to the position. Otsuka reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.

Otsuka is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to their protected veteran or disabled status, or any protected status.

Valid Proof of COVID-19 Vaccination or Accommodation

The COVID-19 Vaccination is mandatory for incoming new hires and employees. Uploading documentation with proof of full vaccination record or an Otsuka approved accommodation will be required during the pre-employment process as permitted by law. New hires must be fully vaccinated unless there is an approved accommodation prior to start date.

Statement Regarding Job Recruiting Fraud Scams

At Otsuka we take security and protection of your personal information very seriously. Please be aware individuals may approach you and falsely present themselves as our employees or representatives.  They may use this false pretense to try to gain access to your personal information or acquire money from you by offering fictitious employment opportunities purportedly on our behalf.

Please understand, Otsuka will never ask for financial information of any kind or for payment of money during the job application process. We do not require any financial, credit card or bank account information and/or any payment of any kind to be considered for employment. We will also not offer you money to buy equipment, software, or for any other purpose during the job application process. If you are being asked to pay or offered money for equipment fees or some other application processing fee, even if claimed you will be reimbursed, this is not Otsuka. These claims are fraudulent and you are strongly advised to exercise caution when you receive such an offer of employment.

Otsuka will also never ask you to download a third-party application in order to communicate about a legitimate job opportunity. Scammers may also send offers or claims from a fake email address or from Yahoo, Gmail, Hotmail, etc, and not from an official Otsuka email address. Please take extra caution while examining such an email address, as the scammers may misspell an official Otsuka email address and use a slightly modified version duplicating letters.

To ensure that you are communicating about a legitimate job opportunity at Otsuka, please only deal directly with Otsuka through its official Otsuka Career website https://vhr-otsuka.wd1.myworkdayjobs.com/en-US/External.

Otsuka will not be held liable or responsible for any claims, losses, damages or expenses resulting from job recruiting scams. If you suspect a position is fraudulent, please contact Otsuka’s call center at: 800-363-5670. If you believe you are the victim of fraud resulting from a job recruiting scam, please contact the FBI through the Internet Crime Complaint Center at: https://www.ic3.gov,  or your local authorities.