Position Summary

The Executive Assistant to the CEO handles day-to-day administrative responsibilities including, but not limited to: scheduling internal and external meetings, maintaining complex calendars and travel plans (domestic & international), obtains travel Visa’s when necessary. Placing and receiving phone calls; sending and receiving email and written correspondence. Processing expense reports, maintaining paper and computer files, editing and compiling PowerPoint presentations and compiling data for weekly dashboards. Conduct and interact with various levels of management both inside and outside the company to gather and prepare information relative to the manager’s functions. The ability to execute professional level tasks with minimal direction is essential. This role is responsible for supporting Executive Leadership Team members that interact with various Executive Level associates both within and outside the Catalent companies.

The Role

• Perform professional level tasks that are sensitive in nature, requiring independent judgment, initiative and tact

• Strong computer skills using Microsoft Outlook and MS Office – PowerPoint, Word and Excel (intermediate/advanced experience)

• Manage and prepare presentations for internal and external audiences, under general direction (does not facilitate presentations)

• Schedule and organize internal and external meetings and conferences (i.e., schedule attendees, conference rooms, placing catering orders and clean-up services)

• Coordinate and manage offsite and onsite meeting logistics (international and domestic)

• Liaise with other Executive Administrative Assistants to coordinate meeting and complex travel logistics: air, ground transportation, meeting preparation, agenda preparation and dinner arrangements, etc.

• Coordinate conference calls with internal and external customers and business partners

• Work independently with only general guidance on a variety of special projects

• Heavy calendar management utilizing MS Outlook to schedule and organize meetings and conferences; must be flexible with last minute schedule changes and urgent meeting requests

• Process and reconcile travel and expense reports for reimbursement using the Concur Expense management system

• Arrange domestic and international travel; process visas and passport renewals as needed

• Answer and screen telephone calls for Executive leadership from both internal/external sources, transfer calls to the appropriate party

• Organize and maintain necessary confidential files and records for department as required

• Set up new vendors. Process and reconcile invoices using JDE and other platforms

• Coordinate and maintain office and break room supply orders

• Ad hoc responsibilities as required

The Candidate

• Education or Equivalent: (Minimum required to perform job)

• High school diploma or equivalent required; college degree preferred

• Executive Admin 8+ years of experience

• Pharma industry experience a plus

• Prior experience supporting a CEO is required

• Must have experience in a highly corporate environment in terms of dress and demeanor

• Advanced software skills: Microsoft Office 2010 (PowerPoint, Excel, and Word)
  SharePoint and Visio a plus.

• Strong written and verbal communication skills

• Strong interpersonal skills and the ability to be proactive with calendar management and meeting preparation and planning

• Ability to be self-motivated, process oriented and customer focused

• Professional demeanor and the ability to interact with internal/external customers in a positive and professional manner at all times

• Ability to evaluate and correct general administrative problems/exercise good discretion and judgment when problem solving administrative issues

• Ability to handle highly confidential information with discretion and professionalism at all times

• Ability to interact effectively with internal/external contacts through correspondence or phone

• Must be a team player and willing to participate in “task teams” to accomplish projects as needed

• Ability to prioritize and multitask, pay attention to detail, work under pressure and meet tight time lines

• Must be able to work on-site in Somerset, NJ

Catalent offers rewarding opportunities to further your career! Join the global drug development and delivery leader and help us bring over 7,000 life-saving and life-enhancing products to patients around the world. Catalent is an exciting and growing international company where employees work directly with pharma, biopharma and consumer health companies of all sizes to advance new medicines from early development to clinical trials and to the market. Catalent produces more than 70 billion doses per year, and each one will be used by someone who is counting on us. Join us in making a difference.

Catalent is committed to the health and safety of its employees, visitors and the customers and patients we serve. As a result of the global pandemic, we have modified many of our recruitment and on-boarding processes to maintain everyone’s safety. The Human Resources teams will communicate all necessary safety processes and procedures throughout each stage.

personal initiative. dynamic pace. meaningful work.

Visit Catalent Careers to explore career opportunities.

Catalent is an Equal Opportunity Employer, including disability and veterans.

If you require reasonable accommodation for any part of the application or hiring process due to a disability, you may submit your request by sending an email, and confirming your request for an accommodation and include the job number, title and location to DisabilityAccommodations@catalent.com. This option is reserved for individuals who require accommodation due to a disability. Information received will be processed by a U.S. Catalent employee and then routed to a local recruiter who will provide assistance to ensure appropriate consideration in the application or hiring process.

Notice to Agency and Search Firm Representatives: Catalent Pharma Solutions (Catalent) is not accepting unsolicited resumes from agencies and/or search firms for this job posting. Resumes submitted to any Catalent employee by a third party agency and/or search firm without a valid written & signed search agreement, will become the sole property of Catalent. No fee will be paid if a candidate is hired for this position as a result of an unsolicited agency or search firm referral. Thank you.

Important Security Notice to U.S. Job Seekers:

Catalent NEVER asks candidates to provide any type of payment, bank details, photocopies of identification, social security number or other highly sensitive personal information during the offer process, and we NEVER do so via email or social media. If you receive any such request, DO NOT respond— it is a fraudulent request. Please forward such requests to spam@catalent.com for us to investigate with local authorities.

California Job Seekers can find our California Job Applicant Notice HERE.