Administrative Assistant - Level 2 US_AGS
LanceSoft
Job Description Job Title: Administrative Assistant
Location: 1011 N. Arendell Avenue, Zebulon, NC 27597
Duration: 12 Months
Onsite, preference would be 100% - some potential for limited WFH, (1 day/week contingent upon approval by Site Director.
First Shift Core work hours 8: 00-4: 30
Job Purpose:
Key Responsibilities:
Scope of Accountability:
Knowledge / Education / Experience Required
Job-Related Experience
Other Job-Related Skills/Background:
Location: 1011 N. Arendell Avenue, Zebulon, NC 27597
Duration: 12 Months
Onsite, preference would be 100% - some potential for limited WFH, (1 day/week contingent upon approval by Site Director.
First Shift Core work hours 8: 00-4: 30
Job Purpose:
- Provide high-impact executive and operational support to the Zebulon site to ensure smooth day-to-day operations. The incumbent in this role should be a champion for policies and procedures and possess strong judgement, discretion and understanding of Zebulon site priorities. The Executive Assistant is a trusted partner to the Zebulon Site Director and Site Leadership Team, enabling operational excellence, reinforcing a strong governance framework and organizational effectiveness across the site.
Key Responsibilities:
- Manage complex calendars, travel and scheduling for the Zebulon Site Director and Site Leadership Team, including shift-based and cross-time-zone meetings, resolving competing operational priorities and ensuring seamless scheduling without conflicts.
- Expedite the timely submission of travel and expense claims via CONCUR and process non-GMP Purchase Orders in Ariba and SAP for Zebulon site leadership and critical site activities.
- Own the administration of Tier 4 meetings and site governance meetings at Zebulon, including setting agendas, sending out pre-reads, capturing minutes and maintaining follow-up action trackers.
- Track and follow up on action items and decisions from Zebulon governance meetings;proactively create visibility of milestones, risks and dependencies across multiple site workstreams, highlighting areas requiring leadership support.
- Proactively arrange meeting rooms and on-site logistics for the Zebulon Site Director and Zebulon SLT (including visitors, catering and technology needs) based on upcoming meetings and attendees.
- Timely manage and update Zebulon site and functional distribution lists based on new hires, leavers and transfers, ensuring accurate communication channels for site announcements and governance communications.
- Act as the master time-keeper for the Zebulon site, providing back-up support to supervisors and managers for employee time records in Workday and ensuring adherence to timekeeping and payroll deadlines.
- Work closely with the Zebulon Site Communications Manager to plan and execute internal and external visits (regulators, global leaders, customers, partners), including visa checks where applicable, itineraries, transport, lodging, room bookings and site tour coordination.
- Support Zebulon engagement initiatives, recognition programs and site events, partnering closely with Site Communications and HR on high-impact town halls, SLT cascades and local engagement activities.
- Role model an inclusive and high-performing Zebulon site culture and reinforce the importance of safety, quality, GPS mindset and continuous improvement in all interactions.
Scope of Accountability:
- Provide details of any scope data relevant to the role e.G. The net sales that the role supports / generates or budget responsibility.
Knowledge / Education / Experience Required
- Minimum Level of Education: High school diploma
- Area of Specialization: Possesses exceptional organizational, interpersonal, and communication abilities, with a keen eye for detail. Proficient in utilizing MS products and SharePoint Team Sites. Exhibits initiative and assertiveness when needed. Capable of working independently, adapting to various situations, and engaging effectively with team members at all levels, including senior management at the Zebulon site."
- Preferred Level of Education: AAS Degree
- Area of Specialization: N/A
Job-Related Experience
- Minimum Level of Job-Related Experience required: 5+ years Executive Administrative experience preferably in pharmaceutical manufacturing, biotechnology or other regulated environment;demonstrated experience in supporting senior leaders (e.G. Site Director, SLT) in a matrix organization. Strong proficiency in Microsoft Office and collaboration tools. Excellent organizational, communication and interpersonal skills.
Other Job-Related Skills/Background:
- SAP and Ariba experience preferred.
- High level of discretion, judgement and attention to detail.
- Ability to operate calmly under pressure and shifting Zebulon operational priorities.
- Strong interpersonal skills across leadership and shop-floor levels.
- Proactive, anticipatory mindset with strong follow-through.
Vacancy posted 3 days ago
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