Overview

Werfen

Werfen is a growing, family-owned, innovative company founded in 1966 in Barcelona, Spain. We are a worldwide leader in specialized diagnostics in the areas of Hemostasis, Acute Care Diagnostics, Transfusion, Autoimmunity, and Transplant. Through our Original Equipment Manufacturing (OEM) business line, we research, develop, and manufacture customized assays and biomaterials. We operate directly in 30 countries, and in more than 100 territories through distributors. Our Headquarters and Technology Centers are located in the US and Europe, and our workforce is more than 7,000 strong.

Our success comes from a specific focus in these rapidly evolving diagnostic areas, our commitment to customers, and our dedication to innovation and quality. We’re passionate about providing healthcare professionals the most valuable and complete solutions to improve hospital efficiency and enhance patient care.

Position Summary:

The Executive Assistant performs varied and complex administrative functions in support of the Werfen Autoimmunity Executive Team. Exercises confidentiality, discretion, and independent judgment. Responsibilities include coordinating intricate scheduling, triaging, and prioritizing incoming requests/issues, and managing people issues in a collaborative, diplomatic and professional manner. Also leads or assists in planning a variety of meetings and events, ensuring compliance to corporate and regulatory compliance requirements, contract management, and developing and maintaining files and databases. Prepares reports and presentations. Works independently with little supervision. Ensures activities are carried out in accordance with established policies, procedures, and all applicable FDA, ISO and other regulations.

Responsibilities

Key Accountabilities 

• Provides a wide variety of administrative support activities to Executive Team members, and others as requested, in order to support efficient business operations and performance. 
• Performs frequent and often complex scheduling of meetings and events. Includes live and virtual meetings requiring collaboration tools such as Microsoft Teams, Zoom, etc.
• Arranges frequent travel, sometimes on short notice. Includes international travel. 
• Prepares, submits and monitors expense reports.
• Plans onsite and offsite events, including international events, responsible for venue selection, agenda planning, coordination of speakers and attendees, contract and compliance management, invoice management, and communications.
• Collaborates regularly with partner departments, including Compliance, Finance, Travel, Legal, Purchasing, IT, Human Resources, etc.
• Works on a variety of projects that are complex in nature, requiring considerable insight into company priorities and use of professional judgment for efficient planning and problem solving. 
• Manages vendor services, including creation of new vendor accounts, purchase requisitions, and invoice management.
• Maintains a variety of databases, files, and resources. Ensures accuracy of data. Analyses data as needed, prepares summaries, reports, and presentations.

• Organizes, prioritizes, tracks, and completes a variety of time sensitive, confidential, key deliverables and ensures required actions are addressed in a timely manner.
• Supports the company’s culture of collaboration and teamwork across all departments and personnel.
• Complies applicable standard operating procedures (SOPs), ISO, FDA and other Quality Systems regulations (QSRs), as well as applicable Environmental Health & Safety, Human Resources and other regulatory and administrative policies.
• Reflects the company’s values in quality of work and working relationships.

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. 

Qualifications

Minimum Knowledge & Experience Required for the Position:

• Budget Managed  

  • Supports budget management indirectly by managing expenses effectively. 

  Networking/Key Relationships 

  • Autoimmunity Executive Team 
  • Autoimmunity Management team and staff 
  • Werfen Sr. Leadership 
  • Other Werfen entities and departments; Legal, Compliance, Supply Chain, etc. 

  Minimum Job Requirements 

  Education 

  • Bachelor’s degree in business, administration, communications, or related field required. 

  Experience 

  • Minimum 5 years’ experience, with increasing levels of accountability in an executive administrative role required, preferably providing administrative support to the Executive Team/C-suite. 

  Skills, Knowledge & Competencies 

  • Excellent attention to detail with an emphasis on providing accurate and timely work. 
  • Ability to maintain confidentiality and operate with the highest of ethical standards and professionalism. 
  • Highly proficient in Microsoft Office applications. 
  • Excellent and proactive communicator. Able to present information thoroughly yet succinctly to a variety of audiences. 
  • Ability to analyze issues and situations and recommend practical solutions, using professional judgment and strategic thinking.
  • Able to thrive in a collaborative, fast-paced environment; enjoys taking on new challenges.
  • Able to manage multiple priorities and deadlines efficiently. 
  • Strong orientation toward collaboration and teamwork. 
  • Experience in life sciences or other regulated environment preferred. 

  Management has the discretion of substituting relevant work experience for a degree and/or making exceptions to the years of experience requirement. 

  Travel Requirements 

  • Limited long-distance travel, moderate local travel. 

  Work Environment

  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate. Must be able to detect, identify and inspect scientific data. The employee will be required to stand and/or walk up to 8 hours per day and/or sit for up to 8 hours per day. Must be able to use hands to feel objects, including keyboard, telephone and pipettes or other lab equipment. May need to reach with hands and arms, climb stairs, balance, stoop, kneel or crouch. Will be required to talk and hear and have specific vision abilities, including close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. May occasionally have to lift and/or move up to 25 pounds. The noise level in the work environment will vary but is usually moderate.

  Other Duties and Acknowledgements 

  The above statements are intended to describe the general nature and level of work being performed by the incumbent. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of this position. Duties, responsibilities, and activities may change at any time with or without notice. 

The salary range for this position is currently $70,000- $100,000 annual. Individual compensation is based on the candidate’s qualifications for the position, including experience, skills, knowledge, education, certifications, internal equity, budget and/or other business and organizational needs.

If you are interested in constantly learning and being challenged on a daily basis, we encourage you to submit your resume or CV.

Werfen is an Equal Opportunity employer and is committed to a diverse workplace. Werfen strictly prohibits unlawful discrimination, harassment or retaliation based upon an individual’s race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, mental/physical disability, medical condition, marital status, veteran status, or any other protected characteristic as defined by applicable state or federal law. If you have a disability and need an accommodation in relation to the online application process, please contact NAtalentacquisition@werfen.com for assistance.

We operate directly in over 30 countries, and in more than 100 territories through distributors. Annual revenue is approximately $2 billion and more than 5,000 employees around the world comprise our Werfen team.

www.werfen.com