Senior Administrative Assistant

Job Description

This position is responsible for performing proactive/high quality administrative support to multiple members within the Global Regulatory Operation Services (GRSO) department. He/she may be assigned to support other departments or projects/events within Medicine Development Center.

Major Duties and Responsibilities:

• Personal assistant to GRSO’s Head, including calendar/meeting management.
• Support day to day administrative activities for the GRSO department, such as being the point of contact for general inquiries about the department, knowledge of all administrative systems/software (i.e. Concur, travel agency, ReadSoft), procurement of office/meeting supplies, arranging/coordinating IT support as needed.
• Document management: creation of template (in Word, Excel, PowerPoint) and management of documents such as monthly reports, Unit objectives, department’s budget. Maintain and update GRSO’s internal website as needed and no less than once a month.
• Manage GRSO’s monthly FTE reporting for all US/Canada colleagues.
• Coordinate both domestic and international travel arrangements for GRSO colleagues, as well as supporting or arranging (as needed) executive level visitors from the home office and other regions. Research travel options and other travel arrangements (i.e. car service, train, flights, hotel) via the company’s travel system/agency. Assist with passport/visa requirements for international travel.
• Expense Report Submission: Process travel and entertainment expense reimbursements using ADP Concur for GRSO’s Head and GRSO’s members as needed. Track expenses, compile and submit P-card expense reports on a monthly basis.
• Invoice Processing: Manage, process and coordinate approval of invoices via ReadSoft on a monthly basis. Contact vendors to resolve any discrepancies or problems. Answer all vendor inquiries. Advise supervisor of any invoice errors or non-compliance issues. Scan copies of invoices, correspondence, and checks for filing.
• Meeting support (remote and in-person): assist with remote meeting setup and administrative support during meetings (i.e. logistics, audio-visual services, meeting minutes). Coordinate and assist with overall aspects of pre, during and post on/off-site meetings (i.e. logistics, agenda, meeting supplies, food services) as needed.
• Assist HR Business Partner with candidate interview schedules, new hire on-boarding and other HR activities as required. Any other team-initiated program and ad-hoc duties as required.

Qualifications:

• Associate degree is required. BA/BS degree preferred.
• 4 years related administrative experience supporting multiple individuals.
• Must have strong organizational skills and excellent judgment and reasoning abilities.
• Individual must be customer and employee focused, able to multi-task, work under minimal supervision, and demonstrate resiliency and high productivity in a fast-paced environment.
• Must have an ability to handle sensitive and confidential information and documents appropriately. Maintain appropriate archive for all relevant and legal documents.
• Must have excellent verbal and written communication skills, exceptional interpersonal skills and ability to work cooperatively and collaboratively with others.
• Must have proficient computer skills with Outlook, and Microsoft Office programs (Word, Excel, PowerPoint).
• Collaborative team player with simultaneous ability to work autonomously and manage competing demands and shifting priorities