Executive Administrative Assistant - PSO & Commercial

Join the Spark Team

We were born of innovation, springing from the curiosity, imagination and dedication of remarkable scientists and healthcare visionaries. Our shared mission is to unlock the power of gene therapy to accelerate healthcare transformation. 

We don’t follow footsteps. We create the path.

With a dual-reporting line to the Head of PSO (Patient Supply Organization) and the Head of Commercial, provides support to multiple executives and departments in a fast-paced environment.  The primary accountability is to ensure the needs of the executives and the departments are prioritized, organized and executed in order to maximize their productivity.  This is accomplished by coordinating the support of the various leaders, as well as routine departmental support as requested.  Daily items for assigned personnel include calendar management, scheduling of meetings, phone support, expense reports, travel arrangements, word processing of documents, development of presentation slides, tracking/processing of purchasing requests (proposals, POs, accruals), and any other departmental support tasks as assigned.

The incumbent must be flexible, a team player, and is expected to have the judgment necessary to prioritize conflicting goals, keeping everyone aware of the conflicts and communicating effectively with the organizations being supported.  S/He will demonstrate leadership and strong collaboration with Administrative colleagues within the organization. 

It is also expected that this role will exercise sound judgment and discretion and maintain the strictest confidentiality as they will be exposed to sensitive information. 

May be required to manage projects for the departments.

Responsibilities

30% of time- Perform advanced administrative duties: to maintain a complex and changeable global calendar covering all time zones, arrange meetings (all logistical details, leadership across multiple time zones, technology, etc.), prepare expense reports, schedule international and domestic travel, handle/prepare documents of a highly confidential and sensitive nature, execute consistent and precise follow-up by ensuring issues are resolved and projects completed, expense management, purchasing and mail.

30% of time- Present a professional and welcoming presence, representing the teams and handling communications with internal and external customers and partners, senior executives, Board members and corporate partners on domestic and international levels

• Warmly greet visitors, answers and directs phone calls to appropriate areas and answers routine and non-routine inquiries.
• Prepare routine and non-routine correspondence, memoranda, reports, spreadsheets and presentations.  Contacts company employees at all organizational levels to gather information.

30% of time- Exercise sound judgment and discretion, maintain strictest confidentiality, independently assess and resolve complex situations/problems, and have the flexibility to respond to shifting priorities with great frequency.

5% of time- Possess strong knowledge of and demonstrated ability with computers and associated office software programs and serve as the executives’ proxy with respect to various financial and human resources systems.

• Compile and analyzes information and reports relevant to department projects
• Maintain electronic and paper filing systems

5% of time- Handles special projects as requested

Requirements

• High School diploma, or equivalent. 
• 10+ years of advanced administrative experience in a professional environment. 
• Experience working with members of executive management, high-profile clients, and/or members of the Board of Directors.
• Excellent verbal and written communication skills are required to properly draft and edit meeting agendas, correspondence and presentations and interface with senior leaders required.
• Advanced experience with Microsoft Office (specifically MS Excel and PowerPoint)

Competencies

• Very strong organizational skills, excellent judgment and reasoning abilities, able to solve problems proactively and with independent discretion, exemplary customer service skills, flexibility, ability to handle multiple tasks and priorities simultaneously, and the ability to work with independence and minimal supervision, exceptional interpersonal skills and ability to work cooperatively and collaboratively with others, including other Executive admins required.
• Present in a professional manner at all times; be detail-oriented, thorough and accurate, be customer and employee focused, demonstrate resiliency and high productivity in a fast-paced environment required.
• Demonstrated team player with sense of urgency and a record of proactively taking initiative as appropriate and must handle confidential matters requiring discretion required.
• Strong computer skills and experience in productivity and portal technology systems to effectively handle Microsoft Office, SharePoint, Concur and expense reporting processes required.
• Word:  Forms, Mail Merge, Index and Tables
• Excel:  Forms, Formulas, Functions, Pivot Tables, Graphs
• PowerPoint:  Graphics, Animation
• Experience making international and domestic travel arrangements and coordinating on/offsite meetings are required.
• Ability to maintain confidentiality
• Ability to use a personal computer to accurately type a minimum of 50 words per minute

Spark takes into consideration a combination of candidate’s education, training, and experience as well as the position’s scope and complexity, the discretion and latitude required in the role, and external market and internal value when determining a salary for potential new employees.  The base salary range for this position is currently from $76,800-$115,200. 

Spark Therapeutics does not accept unsolicited resumes/candidate profiles from any source other than directly from candidates. Any unsolicited resume/candidate profile submitted through our website or to personal email accounts of employees of Spark Therapeutics are considered property of Spark Therapeutics and are not subject to payment of agency fees.