Executive Administrator, Global External Affairs

Description

Who is USP?

The U.S. Pharmacopeial Convention (USP) is an independent scientific organization that collaborates

with the world's leading health and science experts to develop rigorous quality standards for medicines,

dietary supplements, and food ingredients. At USP, we believe that scientific excellence is driven by a

commitment to fairness, integrity, and global collaboration. This belief is embedded in our core value of

Passion for Quality and is demonstrated through the contributions of more than 1,300 professionals

across twenty global locations, working to strengthen the supply of safe, high-quality medicines

worldwide.

At USP, we value inclusive scientific collaboration and recognize that attracting diverse expertise

strengthens our ability to develop trusted public health standards. We foster an organizational culture

that supports equitable access to mentorship, professional development, and leadership opportunities.

Our partnerships, standards, and research reflect our belief that ensuring broad participation in scientific

leadership results in stronger, more impactful outcomes for global health.

USP is proud to be an equal employment opportunity employer (EEOE) and is committed to ensuring

fair, merit-based selection processes that enable the best scientific minds-regardless of background-to

contribute to advancing public health solutions worldwide. We provide reasonable accommodations to

individuals with disabilities and uphold policies that create an inclusive and collaborative work

environment.

Brief Job Overview

The Executive Administrator for the Global External Affairs (GEA) division plays a crucial role in

providing top-tier administrative support to the Senior Vice President (SVP), who also serves as the

Secretary to the USP Board and Convention, as well as other senior leaders. This position requires a

strategic and proactive approach to anticipate, manage, and prepare for the engagements of the SVP and

other supported executives.

The selected individual must deliver high-quality administrative support - anticipating and managing the

needs of the cohort while ensuring timely preparation and execution of their engagements. This is a

hybrid role, requiring approximately 60% onsite presence which is an essential component of providing

the appropriate level of support at events hosted and/or attended by the SVP, assigned executives, and

other key activities involving internal and external stakeholders.

The position requires agility and adaptability to balance needs in a dynamic division that partners and

influences prominent organizations and senior government officials. The Executive Administrator

handles interactions with diplomacy and professionalism, possesses excellent interpersonal skills,

demonstrates strong written and verbal communication skills and is able to anticipate and respond to

emerging priorities /deliverables. Building and maintaining the trust of the division leadership, and other

stakeholders, along with strict confidentiality is imperative.

How will YOU create impact here at USP?

As part of our mission to advance scientific rigor and public health standards, you will play a vital role

in increasing global access to high-quality medicines through public standards and related programs.

USP prioritizes scientific integrity, regulatory excellence, and evidence-based decision-making to ensure

health systems worldwide can rely on strong, tested, and globally relevant quality standards.

Additionally, USP's People and Culture division, in partnership with the Equity Office, invests in

leadership and workforce development to equip all employees with the skills to create high-performing,

inclusive teams. This includes training in equitable management practices and tools to promote engaged,

collaborative, and results-driven work environments.

The Executive Administrator, Global External Affairs has the following responsibilities:

• Administrative duties: Performs routine tasks as well as complex, diverse and confidential

administrative duties requiring comprehensive experience, skill and knowledge of processes,

policies and practices, including developing USP acumen. Specializes in advanced

administrative functions, including analytics and executive report generation.

• Executive Preparations Management: Ensure that executive(s) are prepared with the materials,

presentations, and any other requirements for events and meetings. This includes ensuring that

the executive has ample lead time and scheduled time to review meeting materials for all

participants as appropriate.

• Executive scheduling and travel: Manages executives' calendars: balances requests and

priorities; coordinates across multiple calendars to schedule virtual and in-person meetings;

advocates for executive's time. Manages travel plans, arranges domestic and international travel,

handles visa processing and coordination.

• Events/Meeting management: Organizes and manages meetings, including organization of

technology requirements, development of meeting materials, handling confidential materials,

taking and disseminating meeting notes and following up on action items as needed.

• Expense management: Prepares and manages expense reports that could be high volume and/or

high complexity; provides reconciliation for senior executives.

• Budget management: Monitors and reports on budgets including spend against projections;

pulls reports as requested.

• Support executives' team leadership: Organizes division events and external meetings,

supporting content development. Manages division-wide initiatives including town hall

programming and staff trainings.

Who is USP Looking For?

The successful candidate will have a demonstrated understanding of our mission, commitment to

excellence through inclusive and equitable behaviors and practices, ability to quickly build credibility

with stakeholders, along with the following competencies and experience:

• Associate's degree.

• Minimum of five years of experience in high-level, fast-paced administrative roles.

Additional Desired Preferences

• Strategic-minded - recognized for attention to detail and the ability to manage multiple high-priority tasks effectively.

• Exhibits a forward-thinking approach to handling complex administrative challenges.

• Adept at partnering with leadership on processes and enhancing productivity through innovative

workflow solutions.

• Specialized in coordinating international travel and organizing large-scale meetings.

• Proficient in handling sensitive information with the highest level of discretion and maintaining

confidentiality.

• Adapts to evolving job requirements and executes high-level tasks with precision.

• Supported top executives by optimizing their schedules and workloads for peak efficiency.

• Expertise in project management, organization, and seamless communication.

• Track record of meetings and events management for executives.

• Excellent presentation development skills: proficiency with Microsoft Office Suite, especially

PowerPoint and Excel, or similar software with the ability to learn new or updated software.

• Strong interpersonal skills, including verbal and written communication, listening and problem-solving skills.

• Excellent professionalism and accountability; possesses a customer service mentality

• Excellent teamwork skills and mindset.

• Follow-through on assigned projects is essential, including outreach to internal and external

stakeholders.

• Must be outcome driven, owning various aspects of processes and how those contribute to the

divisions' deliverables.

• Discretion in managing highly confidential information.

• Pro-active and self-starter.

• Responsive, flexible.

• Excellent organizational skills and attention to detail.

• Manages time and prioritizes effectively.

• Can handle a variety of special projects at the request of the executives.

Supervisory Responsibilities

None, this is an individual contributor role.

Benefits

USP provides the benefits to protect yourself and your family today and tomorrow. From company-paid

time off and comprehensive healthcare options to retirement savings, you can have peace of mind that

your personal and financial well-being is protected.

Compensation

Base Hourly Range: USD $37.44 -$48.72/hr.

Target Annual Bonus: % Varies based on level of role.

Individual compensation packages are based on various factors unique to each candidate's skill set,

experience, qualifications, equity, and other job-related reasons.

Note: 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.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

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