(Senior) Executive Administrator (1148-679)

Rockville, Maryland, United States
Jul 20, 2018
Sep 17, 2018
Full Time

The Senior Executive Administrator provides extensive and diversified support to the SVP – Global External Affairs (GEA). This role maintains strict confidentiality and requires a high degree of discretion and understanding of nuanced and complex issues. The Senior Executive Administrator handles interactions with diplomacy and professionalism, and possesses exceptional communication skills. In addition to supporting the SVP – GEA, this role will also support the members of the GEA Leadership team with their high level needs. The position requires a high degree of flexibility and adaptability to balance the often conflicting needs of external and internal stakeholders.  This role will have a high amount of visibility and will work cross-functionally across the company.

Roles and Responsibilities

  • Possesses decision-making authority in defined and specific situations, such as scheduling, availability, resource management, expense reporting approval, etc.
  • Represents executive in specific circumstances, including external coordination and interfaces with stakeholders and guests
  • Develops materials and communications in the voice and style of the executive
  • Filters requests for time and attention against executive’s strategic priorities and USP/department business objectives. Manages executive’s calendar, balancing requests and priorities, and often coordinating across multiple calendars and departments.
  • Anticipates travel needs of executive and independently coordinates complex travel arrangements, typically involving multiple changes and destinations based on understand of executive’s availability and obligations. Handles visa processing and coordination. Understands and communicates how an executive’s travel plans and changes impact other top executives and business priorities.
  • Provides advanced meeting support in addition to standard meeting coordination and logistics. May develop and maintain agendas and materials, take and disseminate notes, track and follow up on action items.
  • Monitors budget – reports/tracks budgets, including spend against projections as needed.
  • Performs routine as well as complex, diverse and confidential administrative duties requiring broad and comprehensive experience, skill and knowledge of organizational policies and practices.
  • Prepares and manages expense reports that could be high volume and/or high complexity; provides AMEX reconciliation for senior executives.
  • Monitors and reports on budgets including spend against projections.
  • Knows and understands USP’s policies, mission and activities; uses discretion in handling sensitive issues and in determining issues that require the attention of the department head or executive office manager.
  • May support cross-departmental and cross-divisional team with administrative needs as needed globally.
  • Recognizes and escalates issues potentially requiring upper management awareness and input.
  • Provide assistance for special projects upon request.
  • Performs other activities as assigned.

Minimum Requirements

  • Bachelor degree and at least 6 years of relevant experience supporting a Senior Executive OR an equivalent combination of education and experience supporting Executives.

Knowledge, Skills and Abilities


  • Certified Administrative Professional or other relevant certification preferred.
  • Exceptional interpersonal skills, including verbal and non-verbal communication, listening and problem solving skills
  • Effective negotiation skills
  • Exceptional degree of professionalism, accountability, and helpfulness, and a demonstrated passion for strong customer service
  • Exceptional demonstration of teamwork and collaboration in a professional setting
  • Excellent written communication skills that convey professional presence, with an excellent level of English spelling and grammar
  • Anticipates the needs of the executive(s) and creates efficiencies for self and executive(s)
  • Discretion in processing and managing highly confidential information
  • Solid understanding of the organization, executive and department and related priorities
  • Ability to proactively address issues and resolve problems, making appropriate recommendations, proposing solution alternatives and using sound business judgment
  • Ability to cope under pressure
  • Demonstrated leadership in a professional setting
  • Critical thinking and decision making skills
  • Responsive, flexible, adaptable; where international time zones are involved proactively adapts to mirror the work schedule of the executive supported
  • Flexible and open to new ideas
  • Excellent organization and follow-up skills and attention to detail
  • Manages time effectively across multiple executives’ priorities
  • Can handle a variety of special projects at the request of the executives
  • Strong computer literacy and competence and must be an advanced user of MS Office suite
  • Demonstrated ability to successfully manage multiple concurrent assignments in a timely manner

USP offers an impressive benefits package, including:

  • Generous paid time off – 13 paid holidays, 10 sick days and 15 vacation days per year to start
  • An annual 401(k) contribution, beginning after 1 year of service, of 10% of pay (base and bonus) every pay period that vests immediately
  • Comprehensive individual and family healthcare plans with affordable premiums and low annual deductibles ($250/individual or $500/family)

The U.S. Pharmacopeial Convention (USP) is a scientific nonprofit organization that sets standards for the identity, strength, quality, and purity of medicines, food ingredients, and dietary supplements manufactured, distributed and consumed worldwide. USP’s drug standards are enforceable in the United States by the Food and Drug Administration, and these standards are used in more than 140 countries.

Being a part of USP means belonging to a diverse culture made up of more than 1,000 talented professionals working together at five international locations. We share our expertise in science, IT, human resources, quality assurance, communications, administrative management, and more...all to support an overall mission dedicated to making a difference by providing standards and programs that help improve the quality of medicines, dietary supplements, and foods worldwide.

USP is proud to be an equal employment opportunity employer (EEOE) and affirmative action employer. Employment selection and related decisions are made without regard to sex, race, age, disability, religion, national origin, color, veteran status, sexual orientation, gender identity or any other protected class. We are committed to working with and providing reasonable accommodation to individuals with disabilities.

USP does not accept unsolicited resumes from 3rd party recruitment agencies and is not responsible for fees from recruiters or other agencies except under specific written agreement with USP. 

Job Location Rockville, Maryland, United States Position Type Full-Time/Regular

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