Administrative Assistant III

Other responsibilities include:
Managing the supervisor's calendar, including finding, preparing, organizing, printing, and collating documents and other background information in advance of meetings;
Coordinating and scheduling domestic and international travel for the Heads plus other directors in the departments;
Managing the supervisor's communications with internal and external stakeholders
Planning and coordinating onsite and offsite events and meetings within a budget, including organizing internal and external global meetings, videos, and conference calls;
Organizing the schedules of visits from internal associates, visits from CLIENT'S associates from other sites in the US or from outside the US, guest speakers, and consultants, visits from financial institutions and visits from the public, also serving as the point person who greets the visitors and monitors their time and assists in logistical details;
Preparing and submitting expense reports and monitoring approval flows relating to travel and other expenses of the supervisor and other directors as well as for invited speakers and consultants;
Handling incoming invoices for USCO affiliates inclusive ensuring of open Purchase Orders and correct process handling in co-operation with US FSC.
Organizing the schedules of job candidates interviewing for positions in the department;
Processing incoming and outgoing mail and approvals;
Preparing and attending meetings, including taking meeting minutes, distributing them in a timely manner, and keeping action items updated;
Administering SharePoint sites;
Handling occasional personal appointments for the supervisor, and
Occasionally covering for other admins.
Experience in Financial environment beneficial

  • Interaction:
    • Will interact with various VIP level executives
5+ years of experience in providing administrative professional support to executive-level managers, with preference for experience in a pharmaceutical company.
Friendly interpersonal and communication skills including a sound command of verbal and written English, particularly an ability to write and to proofread email messages and other documents for grammar, spelling, and stylistic mistakes.
Ability to discretely handle and not to compromise confidential and sensitive information, including personnel issues, trade secrets, sensitive negotiations with external parties, patient information, and legal documents.
Proficiency with Word, Outlook, Excel, PowerPoint, and SharePoint, and a general facility for information technology and for learning new software.
Strong organizational and time-management skills, with an attention to detail.
Sense of humor, a flexible nature, a respect for the diversity inherent in colleagues, visitors, and patients, and an eagerness to learn new things.
Ability to handle the stress involved in managing complicated schedules for an executive in a complex environment with frequently required changes and adjustments, including the ability to prioritize and handle multiple tasks in a timely fashion.
Disposition favorable to collaborative, team-oriented work culture.
Self-motivated and resourceful personality that searches for ways to anticipate needs and to conceive of alternatives and potential solutions to occasionally difficult and sometimes changing scheduling, interpersonal, and travel needs.
Excellent administrative skills including thorough knowledge of standard office procedures and protocols.
A college education (associate's or bachelor's degree or equivalent experience).
  • WORD

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