Executive Administrative Assistant

As a leading global contract research organization (CRO) with a passion for scientific rigor and decades of clinical development experience, Fortrea provides pharmaceutical, biotechnology, and medical device customers a wide range of clinical development, patient access, and technology solutions across more than 20 therapeutic areas. Conducting operations in more than 90 countries, Fortrea is transforming drug and device development for partners and patients across the globe.

Essential Job Duties:

• Manages, plans and organizes the executives’ calendars.  Provides supporting materials where appropriate to ensure that the executives are prepared for their events
• Works closely and effectively with the executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately 
• Plans and organizes complex events and meetings, including vendor reviews, staff and internal department meetings.  Arranges and acts as the point person for all meeting logistics
• Makes business travel arrangements, develops travel itineraries and agendas; books other transportation; arranges lodging and meeting accommodations and prepares expense reports
• Creates departmental purchase orders, processes invoices and ensures that all Finance-related expenses are processed on a timely basis
• Processes all employee action forms ensuring that high quality data management and integrity are achieved
• Coordinates activities between departments and acts as the liaison for visiting executives
• Acts as Finance team liaison for CEO -1 admins who escalate high-priority issues for resolution 
• On-boards new employees, ensuring that they have system access, equipment, office or local accommodations and tools necessary to be productive on day one of employment
• Manages special projects as required, including but not limited to the development of project plans.  Works collaboratively with all stakeholders and contributors to ensure that all activities are completed according to plan and on schedule
• In the completion of his/her duties may be called upon to oversee the work of others to ensure outcomes are achieved
• Prepares a wide variety of high-quality communication materials including correspondence, presentations and reports
• Takes initiative, using good judgment, understands deadlines, and carries multiple projects through to completion with an ability to work independently under general direction, prioritize work, and ask for further clarification when necessary
• Prepares for meetings, booking conference rooms, setting up video conferencing
• Uses Outlook, Word, Excel and PowerPoint to produce materials for internal and external meetings and conferences
• Maintain office supplies inventory by placing orders to maintain required inventory level
• Participates in cross-functional project teams and contributes to the outcomes for those initiatives

Minimum Required:

• High school diploma.  Some college or specialized training preferred.
• Minimum 5 years of relevant experience in a complex and corporate business environment
• Flexibility to accommodate global timing considerations
• Very attentive to detail and ensures accuracy in his/her work product
• Thinks and works proactively in a very dynamic environment, anticipates change and makes modifications to plans and schedules to accommodate those changes
• Has the ability to work on several complex assignments at the same time 
• Keeps calm in the face of pressure and tight deadlines
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Interacts professionally with all levels of employees (including executives and officers) in the execution of an assignment
• Strong written and verbal communication skills
• Proven track record of working effectively in a confidential environment and with highly confidential information and knowledge
• Advanced proficiency in Microsoft Office Suite of products, including MS Word, PowerPoint, Excel and Outlook
• Strong computer proficiency and knowledge of web-based applications
• Some experience with Workday and Finance (Travel and Expense, Accounts Payable etc.) systems
• Exposure to additional Finance applications is a plus

Fortrea is actively seeking motivated problem-solvers and creative thinkers who share our passion for overcoming barriers in clinical trials. Our unwavering commitment is to revolutionize the development process, ensuring the swift delivery of life-changing ideas and therapies to patients in need. Join our exceptional team and embrace a collaborative workspace where personal growth is nurtured, enabling you to make a meaningful global impact. For more information about Fortrea, visit www.fortrea.com.

Fortrea is proud to be an Equal Opportunity Employer:

As an EOE/AA employer, Fortrea strives for diversity and inclusion in the workforce and does not tolerate harassment or discrimination of any kind. We make employment decisions based on the needs of our business and the qualifications of the individual and do not discriminate based upon race, religion, color, national origin, gender (including pregnancy or other medical conditions/needs), family or parental status, marital, civil union or domestic partnership status, sexual orientation, gender identity, gender expression, personal appearance, age, veteran status, disability, genetic information, or any other legally protected characteristic. We encourage all to apply.

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