Executive Assistant

Job Description

IFF has an opening for an Executive Assistant in Wilmington, DE. Supporting our Pharma Solutions business. Pharma Solutions is one of 4 business divisions of IFF, focused on developing essential pharmaceutical, dietary supplement, and industrial polymer solutions. Our leading excipient brands are found in 1 out of every 3 tablets in the world; we have a broad plant-based portfolio for a variety of supplement applications; and our polymers provide unique functionality in industries from electronics to coatings to agriculture.

In this key role, you will be the right hand to the President of the Pharma Solutions division, who sits on the IFF executive team, and the divisional global Pharma Solutions leadership team, providing day to day support as well as assuming project management responsibilities within the division. You will manage travel, expenses, and scheduling while also assuming some additional support in the capacity of event management and coordination, presentation development, office procurement and management and data analysis as required. Working in a collaborative team environment you will partner seamlessly with the other executive assistants at the site providing support to our team and their guests.

We are seeking individuals with the capacity to think proactively and move quickly in a rapidly changing environment. Your ability to learn on the fly and make sound decision is essential to your success, and the success of the team! This role offers fantastic exposure and development opportunities.

As an Executive Assistant, you will be responsible for…

• Heavy calendar management: coordinating and scheduling internal and external meetings, along with resolving any conflicts
• Coordinate meetings including: book conference rooms or off-site locations, confirm attendees, catering, agendas, organizing town halls, and preparing any meeting materials
• Support Pharma Solutions Leadership team with projects as assigned
• Develop and maintain strong relationships across teams
• Create and manage complex international travel schedules and complete expense reports
• Resolve inquiries with appropriate team members and ensure timely response to urgent issues
• Manage office activities including placing purchase orders, ensuring appropriate supplies, submitting work orders and related activities
• Act as records administrator for the team
• Support site activities designed to help further our culture/employee engagement, as needed
  

Job Requirements

Required Skills:

• Excellent interpersonal, written and verbal communication skills
• Advanced skills with Microsoft Office (Word, Excel, and PowerPoint)
• Ability to manage multiple high-level projects at one time and prioritize activities appropriately
• Ability to demonstrate composure and self-confidence in difficult situations
• Exceptional organizational skills; experience coordinating projects, setting priorities, meeting deadlines, and following up on assignments with minimum direction
• Self-starter: the ability to work with minimum supervision
• Ability to learn quickly and adapt to changing environments
• Ability to handle sensitive, highly confidential information
• Strong interpersonal skills and the ability to build relationships with stakeholders, including peers, team members, site leadership, executive committee members, customers, and vendors, etc.
• Experience and interest in helping with or leading team engagement activities
• Able to switch gears easily as/when needed

Required Experience:

• Bachelor’s degree
• At least 2-5 years in an Executive Assistant role
• Prior experience with complex, international travel coordination
• Experience / consistent performance in deadline-oriented environment due to tight time restraints and volume of work

At IFF, we believe that your uniqueness unleashes our potential. We value the diverse mosaic of the ethnicity, national origin, race, age, sex or veteran status. We strive for an inclusive workplace that allows each of our colleagues to bring their authentic self to work regardless of their religion, gender identity & expression, sexual orientation, or disability.

Visit us at www.iff.com to learn more about how we’re using Uncommon Sense to challenge expected, champion creators, and do more good for people and planet.