Administrative Assistant

Description

The Roles and Responsibilities include, but are not limited to, the following:

• Supports the Vice President; overall department and several directors/ executive directors and their project manager(s) in general administrative and clerical support for day-to-day operations.
• Assists the vice president in assuring a high performance team spirit and high functioning team
• Department tasks specific to department coordinator/VP only:
• Responsible for the conduct and deliverables for all department team meetings
• Record Retention legal policies and record keeping compliance
• Prepares and serves as communicator on initiatives and enhance the flow of communication
• Act as liaison to manage the finance/accounting activities with budget management
• Assists VP on project and tasks related to governance meetings and activities
• Assures project coordination and communication with team in the deployment and execution process of department initiatives
• A background in Pharma is a definite plus.
• Facilitate new hire orientation
• Maintain department lists, charts and sub teams lists deliverables ongoing
• Manage department moves as needed
• Lead adhoc projects as requested
• Generate multiple expense reports in Concur and arrange domestic and international travel.
• Trouble shoot applications and company issues for department
• Responsible for heavy calendar management for complex meetings
• Communicate and handle incoming and outgoing electronic communications on behalf of VP/Department
• Organize, lead and facilitate logistics and meeting planning for offsite and onsite PL organization team meetings and PL team (s) meetings
• Provide back-up administrative support to team
• Prepare, submit and audit expense reports plus tracking off of budget
• Manage calendars, scheduling and coordinating of meetings
• Prepare travel arrangements and logistics for conferences/meetings
• Order supplies, create requisitions and work with contracts for department

Skills/Knowledge Required:

• 3-5 years’ experience supporting at the executive level
• Excellent calendar management skills, including the coordination of complex executive meetings
• Strong knowledge of Concur, MS Office, including Word, Excel, PowerPoint, and Outlook
• Excellent interpersonal and organizational skills a must!
• Demonstrated ability to work well with others within and across functions/teams
• Work independently and with very minimum supervision and direction
• Capable of managing meetings within a multicultural environment
• Ability to adapt behavior to situation
• Be adaptable to changing needs constantly
• Team oriented
• Change Agent in an ever-evolving environment
• Able to demonstrate tenacious follow-up
• Good analytical and planning skills
• Strong communication skills both written and verbal
• Proactive"