Administrative Assistant, Controllers

Job description

Role summaryThe Administrative Assistant provides executive, operational, and administrative support to designated members of the Controllers Leadership Team (CLT) and their teams. Responsibilities include calendar and travel management, leadership meetings and events, communications, organizational coordination, and colleague engagement activities. The role works across the Controllers organization and locations, with assignments and priorities adjusted based on evolving business and leadership needs. The role is based in Tampa and provides coordinated site support across Tampa and Memphis, partnering with site leaders and local teams to deliver colleague engagement, site events, communications, operational logistics, leadership visits, and other activities that support a consistent colleague and visitor experience. The incumbent handles highly confidential material, including organization changes, headcount and attrition data, leadership planning and sensitive people matters, and supports all regional time zones with periodic work outside US business hours. 1. Executive partnership and calendar managementOwns the calendars of designated Leadership Team members, with delegated authority to book, move and decline meetings for senior stakeholders. Runs the leadership operating rhythm: recurring 1:1s, monthly leadership forums, site organization-update sessions, colleague chat sessions and skip-level meetings across locations. Coordinates governance meetings with external parties, including external auditor operational reviews and decision committees. Supports integration of newly absorbed teams through colleague sessions, organization announcements and leadership communications. Acts as mailbox delegate and sends communications on behalf of designated Leadership Team members, including site-wide invitations and announcements. Drafts, proofs and distributes leadership communications, including survey-result messages and site specific updates Gathers and prepares HR and organization documents, including role descriptions, job-level comparisons and org chart inputs. Prepares the designated Leadership Team members expense reports, manages corporate card payments and professional memberships. Approval remains with the VP's manager; the delegate does not approve. Deliverables: maintained executive calendar; forum schedules and invitations; communications sent on behalf of designated Leadership Team members; Memphis leadership communications; HR and organization support packages; expense reports. 2. Global travel and leadership eventsPlans domestic and international travel for designated Leadership Team members: flights, hotels, ground transportation and site-visit itineraries. Plans and runs leadership team face-to-face meetings at global sites, including agenda and logistics decks, transfers, attendee communications and on-site coordination. Hosts executive and senior-leader visits to Tampa and Memphis: room bookings, attendee lists, dining arrangements and hotel room blocks with contract deadlines. Organizes leadership dinners, global and site town halls, award-nominee luncheons, and retirement and farewell events. Coordinates vendors for in-scope events (venues, catering, hotels) through Procurement and approved channels, with POs raised and contracts executed by authorized signatories. Deliverables: Designated Leadership Team members itineraries; event logistics and agenda decks; room blocks and vendor arrangements; attendee communications; town hall and executive-visit materials. 3. Site Leadership Support and Colleague Engagement Partners with designated site leaders and local teams to coordinate colleague engagement, community-building, and site culture activities. Supports recurring site programs, recognition activities, leadership events, communications, and colleague resource group initiatives based on local needs. Coordinates volunteers, event planning, logistics, participation tracking, and related follow-up for site-specific programs. Adapts and shares successful engagement practices across supported locations, using virtual and onsite formats as appropriate. Deliverables: engagement community rosters and trackers; site event calendar; Lunch & Learn program; representation analysis; site event execution. 4. Site operations liaisonActs as liaison to the onsite GWE team, for space reservations, catering and audiovisual setup for events. Supports space planning, site audits, compliance items and vendor issues. Manages the visitor and guest experience for executive and external visitors at both sites. Supports Tampa crisis-management planning by scheduling monthly Crisis Management Team meetings and assisting with coordination. Deliverables: site logistics coordination; space, catering and AV arrangements; visitor support; crisis-management meeting coordination. 5. Communications and digital channelsDevelops and publishes newsletters and other communications for supported sites in partnership with site leaders and local teams. Co-maintains site digital platforms in partnership with relevant local teams. Manages distribution lists, Teams channels and Viva Engage communities. Keeps digital content current, consistent and accessible across supported channels. Deliverables: site specific newsletters; site specific program calendars; intranet and Community Portal content; distribution lists; Teams channels; Viva Engage communities. 6. Reporting and analyticsProduces site headcount, new-hire and attrition reporting. Reconciles Workday against Tririga monthly to support space and workforce reporting. Provides data for org chart updates and governance-structure reporting. Tracks participation and outcomes for site events and engagement programs. Prepares data and slides for town halls and executive visits. Deliverables: monthly headcount and attrition reports; Workday-to-Tririga reconciliations; org chart data; event and engagement reporting; executive-ready slides. 7. Financial and operational administrationSupports budget reporting as needed (monthly variance analysis, forecasting and accrual inputs). The role does not own a budget. Supports purchase order and cost tracking and helps resolve invoice issues for in-scope activities. Maintains timely and accurate supporting documentation for event and operating expenses. Deliverables: PO and cost tracking; variance and accrual inputs; invoice resolution; supporting financial documentation. QualificationsBasic qualificationsHigh school diploma or GED. At least 4 years of progressively responsible executive administrative experience supporting Vice President-level or more senior leaders (2 years with a Bachelor's degree). Advanced skill in Microsoft 365: Outlook delegate and calendar management, Teams, SharePoint, PowerPoint, and Excel (lookups, pivot tables and reconciliations). Demonstrated experience managing complex calendars across multiple time zones, domestic and international travel, and multi-day leadership meetings or events. Proven judgment and discretion with highly confidential business and people information. Strong written communication: drafts executive and site-wide communications that are ready to send with minimal edits. Ability to work onsite in Tampa, FL, flex hours to support regional time zones, and 10% travel to Memphis and to support leadership meetings. Preferred qualificationsBachelor's degree in business, communications or a related field. Experience in pharmaceutical, life sciences or another regulated environment; experience in a finance, accounting or global business services organization. Experience with Workday reporting, Tririga or another workplace-management system, ServiceNow, expense and travel tools, and Viva Engage / Teams administration. Experience running colleague engagement or site community programs, including volunteer networks and recognition events. Working knowledge of purchase orders, accruals and variance tracking. Curiosity and fluency