Executive Administrator

Job Description

Job Description

Performs and oversees all administrative related services for Global Head, Quality Assurance and Executive VP, Supply Chain Management and staff. Position requires broad knowledge of corporate operations and policy. A high level of administrative support and advanced computer technology experience is required. Ability to multi-task is essential. Must operate with discretion and great latitude for independent judgment and initiative.

• Provide general administrative support and organizational skills to the QA and SCM Leadership & team members, as needed
• Responsible for the planning and coordination of meetings (on-site off-site) involving staff: schedule meetings, reserve conference rooms, preparation and distribution of meeting materials, coordinate audio visual equipment, and food needs; prepare and format documents into final form.
• Effectively utilize travel and meeting policies and procedures to complete all aspects of travel: coordinate all aspects of team travel arrangements (domestic and international) and prepare travel itineraries; monitor and process travel or other expense reimbursement in a timely manner; and maintain calendar and monitor crucial due dates as required.
• Process incoming and outgoing e-mail & maintain calendars bringing attention to crucial matters.
• Comply with policies and procedures and manage project timelines to ensure on-time performance.
• Draft and/or proof-read documents and presentations as needed utilizing a strong command of proper business writing and grammar.
• Attend meetings, prepare and maintain meeting notes.
• Manage data and prepare presentations as needed
• Manage documents effectively from and to various software programs demonstrating a comfort level with various technologies and quickly learn technologies as necessary.
• Maintain integrity of electronic document structure for the departments.
• Manage payments/invoices from outside vendors
• Handle general telephone/e-mail inquiries to department(s) and field/answer all routine and non-routine questions. Capable of identifying urgent activities.
• Suggest and drive improvement processes when applicable.
• Other duties as assigned

REQUIREMENTS

• High School Diploma or GED required. Business school, Associate’s degree or equivalent is a plus.
• 8 years + experience in the Pharmaceutical industry preferred.
• Proficient in MS Office Suite. Must be able to type 40-45 wpm.
• Highly motivated and great attention to detail. Strong endurance to work under tight timelines and complex/changing situations.
• Excellent written and oral communication skills. Broad level of interpersonal skills and flexibility. Excellent problem-solving skills.
• Must have the ability to handle sensitive and confidential situations. A professional appearance and telephone manner is essential. Cultural sensitivity and ability to develop consensus within a multinational organization.