Administrative Assistant / Specialist

Job Title: Sr. Administrative Assistant

Location: Hybrid (3 days onsite)

Duration: 6 months

Job Description:

The Sr. Administrative Assistant provides high-level administrative support the S&G Therapeutic Area Steering Heads. The role requires a highly motivated, organized, self-directed individual who can handle a variety of sensitive and confidential matters in a professional, mature, and discrete manner. He/she must also possess excellent communication and organizational skills, PC proficiency, a high attention to detail and quality, as well as strong initiative and execution capabilities. Ability to manage multiple assignments with competing priorities in a fast-paced environment. Must be a team player and willing to help other administrative staff and provide coverage when needed.

Major Accountabilities (Core Responsibilities):

1. Schedule appointments/manage calendars.

2. Make both domestic and global travel arrangements.

3. Process complex expense reports.

4. Coordinate internal/external meetings, videos and conference calls.

5. Handle confidential information and communication with all levels of management in a professional manner.

6. Follow-up on projects assigned to various managers to ascertain status and to assure timely completion.

7. Participate in various projects as required.

Technical Responsibilities:

• Microsoft Office Suite
• Ability to learn and manage systems such as Concur, SAP, and other job relevant software

Education & Experience: (Minimum / Desirable)

• College or secretarial school certificate preferred.
• High School degree required.
• Languages: Fluent English (Oral and written)
• Minimum 5-7 years related secretarial/administrative experience, preferably in a pharmaceutical environment.

Professional Requirements:

• Excellent administrative skills including thorough knowledge of standard office procedures and protocols.
• Must demonstrate ability to prioritize and handle multiple tasks in a timely fashion, with minimum supervision and efficient follow-up.
• Must be proactive, efficient, customer focused and able to work under pressure with tight timelines.
• Must be able to exercise independent judgment and interact effectively with internal and external customers, including international colleagues.
• Must be proficient in all secretarial skills, i.e., office procedures, departmental organization and reporting structures, Microsoft Word, Excel. PowerPoint and Lotus Notes, Internet Explorer, Ariba, Concur, etc.
• Must display team-oriented approach; Excellent interpersonal and written/oral communication skills required.
• Stakeholder Engagement
• Project Excellence
• Proficiency with Microsoft Office Applications (Outlook, Teams, PowerPoint, Excel)
• Planning & Project Management

Experience:

• Administrative Support
• Cross unit Collaboration
• Values and Behaviors
• Innovation by experimenting and delivering solutions
• Quality by taking pride in doing ordinary things extraordinarily well
• Collaboration by championing high performing teams with diversity and inclusion
• Performance by prioritizing and making things happen with urgency
• Courage by speaking up, giving and receiving feedback
• Integrity by advocating and applying high ethical standards every day