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Executive Assistant & Program Specialist, Human Resources

Ferring Pharmaceuticals

Ferring Pharmaceuticals

Administration, People & HR
Parsippany-Troy Hills, NJ, USA
Posted on Tuesday, June 11, 2024

Job Description:

As a privately-owned, biopharmaceutical company, Ferring pioneers and delivers life-changing therapies that help people build families and live better lives. Our independence helps us cultivate an entrepreneurial spirit and long-term perspective that enables us to achieve growth and scale, while remaining agile and true to our ‘people first’ philosophy. Built on a 70-year plus commitment to science and research, Ferring is relentless in its pursuit of science that drives powerful discoveries and therapies to help people build families, stay healthy, and stand up to the world’s oldest enemy: disease.

As the Executive Assistant & Program Specialist, Human Resources you will support the day-to-day function and needs of the VP Human Resources, Ferring USA, and provide support to the overall team as directed by the VP. This individual must demonstrate a firm understanding of business priorities and function as a respected, active team member who can work effectively across many levels of the organization, including with global partners. This high-visibility role demands someone who can work independently and with teams to drive and complete projects, who is proactive and detail oriented.

With Ferring, you will be joining a recognized leader, identified as one of “The World’s Most Innovative Companies” by Fast Company, and honored by Fortune with inclusion on its “Change the World List,” for addressing society’s unmet needs. Ferring US is also Great Places to Work® Certified, distinguishing it as one of the best companies to work for in the country.

Responsibilities:

Human Resources Projects:

  • Manages and drives projects independently and at times in collaboration with others.
  • Develops project plans, organizes, and conducts project meetings.
  • Tracks and reports project progress against agreed milestones, takes corrective actions if needed.
  • Prepares presentations for meetings to support project needs and needs of VP HR USA.
  • Lead the planning and execution of community events such as Take Your Child to Work Day and New Hire Receptions.
  • Be an active participant in the Community Events Committee

HR Team Meetings and Events:

  • Develops meeting agendas with input from VP and HR Leadership team.
  • Prepares and distributes minutes from meetings.
  • Tracks and follows up on progress of action items.
  • Engages with the HR Leadership Team (USHRLT) by facilitating and leading regular and ad hoc meetings and enabling efficient communication flow between the HRLT and the US Head of HR.
  • Acts as liaison between US Executive Team administrative offices and across functions, building strong and highly collaborative work relationships
  • Coordinates on- and off-site meetings and engagements to support HR team building initiatives.
  • Partners with Global HR and St-Prex on agenda, logistics and meeting materials for Board Committee meetings and Global HRLT visits to the US.
  • Supports scheduling for Global HR leaders traveling to the US.

Administrative and Operational Support:

  • Provide executive level administrative support to VP HR USA which includes proactive calendar and time management, scheduling meetings / events and managing calendars, requiring interaction with both internal and external contacts, managing complex executive and team meetings/events.
  • Ensure meetings are started on time, conference call and meeting information is available to all participants, IT equipment works and other meeting logistics flow smoothly.
  • Arrange and manage travel schedule, all logistics and reservations for VP HR USA, domestic and international travel.
  • Consistently prepare, audit and maintain the VP HR USA expenses within Concur Expense Report System.
  • Management of all departmental budget, invoices, vendors, POs, etc. including coordination with Finance and Legal as required.
  • Coordinate and manage MSAs and SOWs, set up new vendors, in coordination with Legal.
  • Handle incoming and outgoing electronic communications as needed.
  • Develop and maintain files for HR department such as phone lists, organizational charts, team bios, templates, etc.
  • Office supplies procurement and management as needed.
  • Interact with vendors and visitors as a representative of Ferring HR.

Requirements:

  • Bachelor’s Degree.
  • 5+ years’ experience supporting at the executive level preferred.
  • Excellent calendar management skills, including the coordination of complex executive meetings across time zones.
  • Excellent organization skills and very high detail orientation.
  • Strong knowledge of MS Office, including Word, Excel, and PowerPoint.
  • Knowledge of Concur Expense Report system preferred.
  • Excellent project management skills and the ability to handle multiple, competing projects simultaneously to meet tight deadlines.
  • Excellent written and verbal communication skills; ability to communicate effectively across the global organization.
  • Ability to influence and work well with individuals at different levels of the organization.
  • Position requires maturity, discretion and the ability to stay calm under pressure.
  • Ability to provide both project management and administrative support with a high-level of execution and autonomy.

This role will be based out of the Parsippany, NJ office. This role is eligible to participate in a hybrid schedule with three (3) days in the office and two (2) days remote.

Ferring + you

At Ferring, we offer competitive total compensation along with an exceptional range of flexible benefits, personal support and tailored learning and development opportunities all designed to help you realize your full potential both in life and at work. From working hours that respect your lifestyle, a culture that is welcoming and equitable, and the chance to work with the industry’s most impressive people, these are just some of the ways we live our "People First" philosophy.

Our Compensation and Benefits

At Ferring, base salary is one part of our competitive total compensation and benefits package and is determined using a salary range. The base salary range for this role is $ 59,500- $110,500, which is the reasonable estimate of the base compensation for this role. The actual amount paid may differ based on non-discriminatory factors such as experience, knowledge, skills, abilities, education and primary work location. Additional compensation for this role will be provided based on competitive annual incentive compensation targets in the form of an annual bonus - payouts are based on individual and company performance.

Benefits for this role include: comprehensive healthcare (medical, dental, and vision) with a premium differential, inverse to base salary, to be paid by employees; a 401k plan and company match; short and long-term disability coverage; basic life insurance; wellness benefits; reimbursement for certain tuition expenses; sick time frontloaded yearly of 40 hours, or higher if state or local law requires; vacation time for full time employees to accrue between 112.5 and 150 hours yearly in the first four (4) years of employment, and additional accruals starting in the fifth (5th) year of employment; and 12 to 13 paid holidays per year. We are proud to offer 26 weeks of paid parental leave, learn more about the parental leave offering in our benefits package here. For roles that are not field-based, Ferring has a policy that allows employees to work up to two days from home and three at a Ferring site, weekly.

Ferring is an equal opportunity employer. All aspects of employment will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of gender, race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local laws.

Join our team and your voice will be heard, and your contributions will be valued. If you love to come up with new ways to make a positive difference and see them through, you will fit right in.

We are proud to be an Affirmative Action/Equal Opportunity Employer (including Disability/Protected Veterans). We maintain a drug-free workplace.

Location:

Parsippany, New Jersey