Administrative Assistant

Administrative Assistant

Duration: 1 year with possible extension with FT conversion possibility Schedule: Standard Day Shift (Mon-Fri; 40 hrs./wk.; 8 hrs./day) 7a-3:30p or 8a-4:30p 100% onsite

Qualities:

• Must be VERY tech/computer savvy.
• Self-starter & Quick learner
• Good communicator & be confident to ask questions if they don't know or understand something.
• Prepared to jump in & support the teams need asap. (Hit the ground running within the 1st week)
• Comfortable/capable of working independently.
• Must be flexible, agile, team player, team fit & adapts well to change

Minimum Education: HS Diploma. Must be highly competent with various computer systems such as, but not limited to, Microsoft Office, Outlook, Teams, Excel, PowerPoint

Minimum Experience: 1-2 years' experience working in the industry & with a Matrix organization. Must be able & comfortable to screen emails, schedule/move mtgs, data crunching on spreadsheets, password & hardware issues, set up for meeting/presentations, etc.

Job Responsibilities:

• Provide comprehensive proactive admin service.
• Routinely handle all admin/secretarial duties, including setting up meetings, scheduling appointments, maintaining calendar management to ensure no meeting/appointment conflicts in the daily calendar.
• Arrange meetings, events, and conferencing (telephone and video).
• Responsible for international and domestic travel arrangements as necessary; prepare itineraries, transportation arrangements.
• Help manage and track business related bills and payments, to make sure the smooth running of daily business.
• Exercise judgement and act independently while handling admin details for a variety of matters in department head's absence including communication with other departments, outside companies, and internal GSK senior managers.
• Manage all supplies and provide re-order requests as needed.
• Prepare/collate presentations, correspondence and reports for department and team.
• Prioritize work to meet department needs, exercising initiatives and judgement in making decisions.
• Other Ad-hoc tasks by line manager.
• Team support
• Manage team's admin matters including but not limited to new employee tasks, maintain distribution lists, share folder, team groups.
• Team lunch/dinner & project celebration & birthday celebration.
• Business Support
• Handle meeting minutes, reports, and other documents in accurate and appropriate way, including preparing good quality presentation materials, data analysis, paper translations.
• To organize internal or external meetings such as weekly team meeting, monthly cross functional meeting, townhall, workshop and etc, to ensure that all the necessary logistics arrangements required for the successful of the meetings, such as meeting invitations, agenda, office facilitates, meeting papers etc.