Executive Administrator, Global External Affairs

Who is USP

The U.S. Pharmacopeial Convention (USP) is an independent scientific organization that collaborates
with the worlds 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 1300 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 mindsregardless of backgroundto
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 USPs 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 executives 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:
Associates 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 candidates 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.

Required Experience:

Unclear Seniority