6-month initial contract
SUMMARY/JOB PURPOSE:
This position provides assistance with a variety of complex administrative and organizational tasks, which may be of a confidential nature, in support of a Business Unit. We are looking for an Executive Admin with 10-12 years' experience ideally.
Essential Duties And Responsibilities:
- Manages Outlook calendars for assigned team members, schedules internal and external meetings, coordinates visits by outside guests
- Produces and edits complex and/or confidential correspondence, documents and reports using word processing, PowerPoint, and spreadsheet software
- Coordinates travel for assigned team members with company travel agency, manage air and hotel reservations, create itineraries
- Provides support for reimbursement requests and expense reports
- Tracks contracts, purchase requisitions and invoices
- Orders office supplies and handles incoming and outgoing packages and mail
- Manages office communications-fields and routes organizational phone calls, emails, and traditional mail
- Maintains office services, including IT resources and facilities (includes fielding technical questions and submitting service requests)
- May provide presentation support and perform special projects as requested
- Answers questions regarding departmental policies and procedures
- Collaborates across departments to help plan events and further company initiatives
- Provides as-needed back-up support for other administrators
- Represents interests in relationships with external associates including vendors, consultants, and clients
- Complies with all company health & safety policies and procedures
Experience/The Ideal for Successful Entry into Job:
- Experience within the pharmaceutical and biotech industries
- Prior computer and administrative experience including calendar management, travel arranging, expense reporting, handling logistics, typing, editing, customer service
Knowledge/Skills:
- Advanced computer skills including advanced knowledge of Microsoft Outlook, Microsoft Word, Microsoft Excel, PowerPoint, adept at Internet research.
- Ability to prioritize and organize complex, confidential, time sensitive tasks and display exceptional project management skills.
- Ability to demonstrate independent judgment, initiative, and common sense in problem-solving and making recommendations.
- Ability to communicate effectively with all employee levels in person, by phone and by email.
- Demonstrates tact, diplomacy, respect, and confidentiality, is approachable and interacts professionally; builds business relationships based on mutual respect.
- Builds cooperative, team relations with a wide variety of coworkers throughout the organization and with some individuals outside the organization.
- Consistently demonstrates leadership on assignments and among peers and is routinely sought out for critical assignments.
- Works efficiently, responds promptly
- Responds well to changing demands and frustrating situations by maintaining flexibility and professionalism.
- Routinely anticipates and takes initiative to solve problems, recommends and implements process/project improvements.
- Produces error-free work routinely, contributes to efficiency and productivity of department by support provided and suggestions given.
- In-depth understanding of job-related practices and department procedures and processes; ability to act as information resource on departmental operations and policies.
- Advanced, up-to-date knowledge of relevant desktop systems and software and ability to apply them to maximize department effectiveness and problem solving.
Working Conditions:
- Environment: primarily working indoors, performing administrative/computer work
- Travel not required