Sr Administrative Associate

Job Description

The Sr. Associate, Administrative Services position supports a portion of the Leadership Team for the US Vaccines BU. This position is a hybrid position, operating from our Upper Gwynedd Site.

The primary activities of this position include and are not limited to the following:

• Coordinate and perform general administrative assistant/clerical duties for designated leaders and manage multiple tasks while understanding the project principles and technical skills related to own work assignments. Work priorities and activities are performed with little supervision.

• Prepare, process, and reconcile expense reports and disbursement vouchers, as needed.

• Monitor email and correspondence to keep apprised of current issues, responding as appropriate, and providing reminders to supervisor for the many document reviews that are required.

• Coordinate communications, including taking calls, responding to emails, and interfacing with internal/external global stakeholders.

• Manage the scheduling and prioritization of meetings and appointments.

• Schedule travel and create travel itineraries.

• Support department procurement needs including purchase orders, invoice payment and expense tracking.

• Coordinate agendas and membership for committees, as assigned.

• Coordinate special projects and events within the division/department. 

• Cover for other administrative assistants as needed.

• Uphold a strict level of confidentiality.

The primary skill sets of this position include and are not limited to the following:

• Analytical ability to understand the project principles and technical skills related to work assignments.

• Proactive problem-solving skill and creativity to coordinate and effectively perform multiple tasks.

• Prioritization and multitasking of simultaneous assignments. 

• Extraordinary attention to detail, independent judgement, and the ability to execute work priorities and activities with little supervision. 

• Ability to interact professionally with internal and external clients both onsite and remotely to maintain workflow.

• Communication skills and professionalism must be at a level to effectively interact with Company executives across the enterprise.

• Conduct job responsibilities and execute functions with an attention to strict confidentiality.

Required Experience and Skills:

• Minimum of 3 years Administrative Assistant experience 

• Experience supporting Executive Team Members

• Advanced computer skills using (MS Outlook, Word, Excel, Power Point) and operation of other peripheral devices.

• Demonstrated experience scheduling and coordinating complex, multi-leg domestic and international travel.

• Experience processing Visa/Passport Applications 

• SAP/Concur or related system experience processing Expense Reports, Purchase Orders, Payment Requests. Vendor Add Forms, as well as running reports. 

• Event Planning/Coordination experience 

• Outstanding communication and people skills 

• High degree of professionalism and sound judgment

• Demonstrated experience operating in a confidential environment.

NOTICE FOR INTERNAL APPLICANTS

In accordance with Managers' Policy - Job Posting and Employee Placement, all employees subject to this policy are required to have a minimum of twelve (12) months of service in current position prior to applying for open positions.

If you have been offered a separation benefits package, but have not yet reached your separation date and are offered a position within the salary and geographical parameters as set forth in the Summary Plan Description (SPD) of your separation package, then you are no longer eligible for your separation bene