Administrative Assistant – Zebulon, NC

Key Responsibilities:

• Manage complex calendars, travel and scheduling for the Zebulon Site Director and Site Leadership Team, including shift-based and cross-time-zone meetings. Resolve scheduling conflicts and competing operational priorities proactively.
• Coordinate travel arrangements and ensure timely submission of travel and expense reports through Concur.
• Process non-GMP purchase orders and support purchasing activities using Ariba and SAP.
• Own administrative coordination for Tier 4 and site governance meetings, including agendas, pre-reads, meeting materials, minutes and follow-up action trackers.
• Track decisions, action items, milestones, risks and dependencies across multiple site workstreams and identify items requiring leadership attention.
• Coordinate meeting rooms and onsite logistics, including visitors, catering, technology requirements and other meeting needs.
• Maintain site and functional distribution lists, ensuring updates are completed promptly for new hires, transfers and departing employees.
• Serve as the site's master timekeeper, providing backup support to supervisors and managers for employee time records in Workday and helping ensure timekeeping and payroll deadlines are met.
• Partner with the Site Communications Manager to coordinate internal and external visits, including visits from regulators, global leaders, customers and business partners.
• Coordinate visitor logistics including itineraries, transportation, lodging, room reservations, site tours and visa-related checks when applicable.
• Support employee engagement initiatives, recognition programs, town halls, leadership communications and other site events in partnership with Communications and HR.
• Maintain confidentiality and exercise sound judgment when handling sensitive leadership, employee and business information.
• Help reinforce a high-performing, inclusive site culture with a strong commitment to safety, quality and continuous improvement.

Required Qualifications:

• High school diploma or equivalent required; Associate degree preferred.
• 5+ years of Executive Administrative/Executive Assistant experience, preferably within pharmaceutical manufacturing, biotechnology or another regulated environment.
• Demonstrated experience supporting senior leaders, such as a Site Director, executive leader or leadership team, within a matrixed organization.
• Strong calendar management, meeting coordination and organizational skills.
• Strong proficiency with Microsoft Office, including Outlook, Word, Excel and PowerPoint, as well as collaboration tools and SharePoint Team Sites.
• Excellent written and verbal communication skills.
• Strong attention to detail with the ability to independently manage multiple priorities and deadlines.
• High level of discretion, professionalism and sound judgment.
• Ability to remain organized and effective when priorities shift in a fast-paced operational environment.
• Strong interpersonal skills and the ability to work effectively with employees at all levels, from senior leadership to shop-floor teams.
• Proactive, anticipatory approach with strong ownership and follow-through.

Preferred Qualifications:

• Experience supporting leadership within a pharmaceutical manufacturing, biotechnology, life sciences or other regulated site environment.
• Experience with SAP and Ariba.
• Experience with Concur expense reporting.
• Experience with Workday timekeeping.
• Experience coordinating leadership governance meetings, site visits, town halls or large employee events.