Admin Assistant II

Admin Assistant II

Provides general administrative support to one or more managers.

Specific duties and responsibilities may vary based on department and level(s) of management supported.

Provides administrative support requiring a complete knowledge of department functions. Responsibilities include preparing grammatically correct correspondence, reports, tables, and analyses.

Exercises discretion in handling of confidential material and information.

Assists in special projects as assigned.

Recommends improvements on administrative procedures and implements changes. Responsible for organization and maintenance of department filing system including potentially confidential data.

Ensures department supplies needs are met.

Manages department communication for manager(s) including mail and email.

Responds to various inquiries for information according to general guidelines.

Coordinates meetings, maintains calendars, makes travel arrangements, etc.

May provide clerical support as necessary, including filing, faxing, copying, performing data entry, etc.

May provide guidance and training to less experienced administrative staff. Completes other duties as requested.

Contacts are frequent with individuals representing other departments, and/or representing outside organizations.

Contacts involve obtaining or providing information or data on matters of moderate importance to the function of the department or which may be of sensitive nature. Demonstrated ability in the application of requisite skills and applies additional skills and knowledge acquired through experience to perform the more complex tasks of the position.

Generally receives no instructions on routine assignments while under limited supervision.

Receives general instructions on new work, which is generally reviewed upon completion.

Experience: 3 to 6 years

MS Office Suite

Ability to multi task and handle pressure

Must be detail oriented and able to quickly adapt to changing situations

Ability to work independently and must be comfortable with decision making

Works effectively and cooperatively with others; establishes and maintains good working relationships

Strong familiarity with Microsoft Office packages including Word, Excel, PowerPoint and preferably SharePoint

Understanding of IT concepts

Excellent people skills

Must demonstrate a commitment to company values

Excellent oral and writing skills in English and preferably also in French

Pharmaceutical industry experience desirable