The Executive Administrator (EA) role provides high caliber of administrative support to the Office of the CEO. The EA is an extension of Executive Office and must be able to mirror intentions, maintain image of the Executive Office, be intuitive and informed and go beyond the call of duty to support and safeguard the interest and business of the Executive Office. This role maintains strict confidentiality and requires a high degree of discretion and subtle execution and knowledge of nuances that are essential to the successful operation of the organization. The EA possesses excellent organizational, interpersonal and written communication skills and must have the ability to create and maintain relationships internally and externally. This non-supervisory, operational position requires flexibility and adaptability to balance the needs the Executive Office in a fast-paced environment. The EA will complement the Executive Office team with a requisite high level of trust and team work; each person playing their respective role while complementing the other.

Roles and Responsibilities

• Handles with highest degree of poise, diplomacy and attention to detail, routine as well as complex, diverse and confidential administrative duties requiring broad and comprehensive experience, skill and knowledge of organizational policies and practices
• Manages all travel for the CEO
• Prepares and manages expense reports, monitors budgets and facilitates key business processes
• Works closely with the CEO Engagement Manager to organize and manage all aspects of meetings, which includes expertly arranging meeting logistics and scheduling WebEx meetings
• Drafts or refines business correspondence for the CEO and assists the Engagement Manager with creating materials and presentations for meetings
• Keeps abreast of USP’s policies, mission and activities; recognizes and escalates issues potentially requiring the attention of department head or executive office manager
• May support cross-departmental and cross-divisional team with administrative needs as needed
• Organizes team building activities for the Executive Office
• Performs other activities as assigned.

Basic Qualifications

• Associate degree and minimum 5 years of experience supporting a Senior Executive in a fast-paced environment OR an equivalent combination of education and experience
• Demonstrated experience independently managing complex tasks, scheduling international and domestic trips

Preferred Qualifications

• Demonstrates highest level of ethics and integrity and embraces USP’s Core Values
• Excellent interpersonal skills, including verbal and non-verbal communication, listening and problem- solving skills
• Conveys professional presence and possesses a customer service mentality
• Excellent teamwork skills and mindset
• Strong level of English spelling and grammar
• Discretion in managing highly confidential information
• Solid understanding of the executive and department priorities
• Pro-active and self-starter
• Responsive, flexible, adaptable; where international time zones are involved there may be a need to mirror the work schedule of the executive supported
• Manages time effectively across multiple executives’ priorities
• Can handle a variety of special projects at the request of the executives
• 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. 

Required Skills Required Experience

• Bachelor’s Degree in Computer Science, Computer Engineering, Electrical Engineering or relevant technical field

• US citizenship with the ability to obtain a security clearance