Executive Assistant

Executive Assistant & Office Manager
Cipla USA | Warren, NJ (Hybrid/Remote)

Cipla USA is seeking an experienced Executive Assistant & Office Manager to support senior executives, either remotely or from our U.S. headquarters in Warren, NJ. This role reports directly to the General Counsel, Cipla North America, and serves as the Executive Assistant to four Senior Leadership Team (SLT) members, including the General Counsel. The ideal candidate is highly organized, detail-oriented, proactive, and possesses strong communication skills, excelling in a fast-paced environment.

About Cipla

Cipla is a leading global pharmaceutical company committed to delivering high-quality branded and generic medicines. With a legacy spanning 90 years, Cipla has established itself as a trusted name among healthcare professionals and patients worldwide. Our presence is strong in key markets, including India, South Africa, the United States, and other emerging economies. Driven by our mission, None Shall Be Denied, we focus on making affordable, world-class medicines accessible to all while maintaining uncompromising quality standards.

Key Responsibilities

Executive Support (for four Senior Leaders, including the General Counsel)

• Calendar & Meeting Coordination: Manage complex calendars, schedule meetings with internal and external stakeholders across global time zones and ensure confidentiality.
• Travel & Expense Management: Arrange travel, accommodations, and visa/passport documentation; manage expense reporting.
• Meeting & Event Logistics: Organize and coordinate meetings, including onsite logistics, catering, and virtual arrangements.
• Presentation & Document Preparation: Assist in preparing reports, presentations, and correspondence as needed.
• Stakeholder Collaboration: Liaise with other Executive Assistants, HR, and CEOas office for seamless coordination.
• Engagement & Communication: Assist in executive engagement activities, fostering collaboration and information sharing.
• Ad-hoc Executive Support: Provide additional support as needed for other executives or departments.

Office & Operations Management (Warren, NJ Headquarters & Global Support)

• Office Administration:
  • Manage office supplies, inventory, and cost-effective procurement.
  • Oversee document shredding services and mail distribution.
  • Maintain shared vendor contracts and contact information.
• Facilities & Vendor Management:
  • Act as the liaison with building management for security badges, office maintenance, and special cleaning requests.
  • Assist in space allocation, nameplates, and common area organization.
  • Support office space design, enhancements, and buildouts as needed.
• Visitor & Security Management:
  • Develop and execute visitor management processes.
  • Implement safety and security measures in coordination with IT and HR.
• Finance & HR Support:
  • Process invoices for select vendors.
  • Assist in procuring gifts, gift cards, and coordinating payment for services.

Qualifications & Preferred Skills

• Education: High school diploma required; bacheloras degree in business or related field strongly preferred.
• Experience: Minimum 5 years supporting senior executives in a corporate environment; office management experience is a plus.
• Technical Proficiency: Advanced skills in Microsoft Outlook (calendar management), Microsoft Office (PowerPoint & Word), and Concur Expense Management preferred.
• Professional Skills:
  • Exceptional organizational skills with a proactive and problem-solving mindset.
  • Excellent written and verbal communication skills, with the ability to influence and collaborate across teams.
  • High level of confidentiality, discretion, and professionalism.
  • Ability to manage multiple priorities in a fast-paced environment.
• Event & Meeting Coordination Experience
• Ability to work effectively in a multicultural setting.
• Physical Requirements: Ability to lift up to 25 lbs as needed.

Why Join Cipla?

Cipla USA offers an exciting opportunity to be part of a fast-growing, mission-driven organization that values collaboration, excellence, and innovation. If you thrive in a dynamic environment and are passionate about making a difference, we encourage you to apply.

Equal Opportunity Employer

Cipla is an Equal Opportunity Employer and does not discriminate against any employee or applicant based on race, color, age, sex, sexual orientation, gender identity, religion, national origin, genetic information, disability, or veteran status.

To be considered for this role, please submit your application and ensure you meet the position requirements.