Executive Assistant

CSL Seqirus is a leading global vaccine company, dedicated to advancing and protecting public health. We are seeking an experienced Executive Assistant to provide high quality, proactive, and confidential executive support to the Executive Vice President/General Manager of Seqirus and aligned Vice President within the Global Commercial Strategy & Planning function. This role serves as a trusted partner, ensuring the efficient execution of executive priorities through expert calendar management, global coordination, travel planning, meeting facilitation, and operational support.

The successful candidate will operate independently in a fast-paced, global environment, anticipating needs, managing competing priorities, and exercising exceptional judgment, discretion, and professionalism.

This is a hybrid position which requires three days per week onsite in Summit, NJ.

Key Responsibilities:

Executive & Operational Support:

• Provide end-to-end, high-quality executive assistance to the EVP, anticipating needs and proactively resolving issues before they arise
• Act as a thought partner to the EVP on workflow, prioritization, and time management
• Coordinate with senior leaders, Executive Assistants, and DSL / Strategy / HR / Finance partners to enable effective decision-making
• Handle sensitive and confidential information with the highest degree of discretion and integrity
• Act as a key liaison across global leadership, functional teams and external stakeholders
• Anticipate needs and proactively manage priorities, actions and follow-ups
• Responsible for researching, budgeting, organizing/coordinating events, leadership meetings and offsites
• Screening, inquiries and requests & handle when appropriate
• Assist with appropriate planning to ensure optimum time utilization and all routine requirements are met under tight deadlines
• Follow up on outstanding matters on behalf of the EVP/VP
• Produce, presentations and reports as required, including monthly Seqirus Leadership Team, Global Leadership Team and relevant Board reports
• Responsible for hospitality preparation
• Organize meetings, attending as required taking minutes and ensuring prompt distribution
• Enhances department and organization reputation by accepting ownership for accomplishing new and different requests by exploring opportunities to add value to job accomplishments

Calendar, Email Inbox & Meeting Management:
Extensive Global Diary Management for President/EVP/VP

• Responsible for maintaining complex global calendars across multiple time zones balancing competing priorities
• Exercise independent judgement in scheduling, rescheduling and prioritization
• Arranges all aspects of weekly, monthly or annual meetings of various complexity and size
• Prepares and distribute agendas, materials and pre-reads as needed
• Prepares any requested documents for EVP/VP
• Provides document support for presentations/meetings; assists in the creation of slides, charts, graphics
• Capture and track meeting outcomes, decisions and actions as needed
• Manages email inbox in line with EVP requests

Travel & Expense Management

• Coordinate complex global travel arrangements
• Proactively manage travel risks, changes and logistics
• Generates detailed itineraries, including arranging visitor offices and coordinating office support needs in global locations
• Manage and reconcile expense reports, invoices, financial documents, check requests and invoice processing in compliance with policy

Financial & Administrative Processes

• Manage purchase requisitions, supplier onboarding and invoice processing in line with procurement to pay (P2P) processes
• Track budgets related to events, travel and administrative spend
• Ensure compliance with financial and procurement policies

Collaborate with the EA network globally to ensure alignment and coverage. Support onboarding of new team members and coordination of team logistics. Other job duties that may be assigned from time to time.

Accountabilities

• Provides high-impact executive support to senior leadership (EVP/EVP level)
• Operates with minimal supervision, handling ambiguous and complex situations
• Responsible for ensuring efficient executive operations and workflow management
• May informally guide or…