Administrative Assistant

Job Description

For over 130 years, we have pioneered groundbreaking science.  Today, we are driven by continuous innovation to develop breakthrough medicines, vaccines and technology.  Rooted in direct experience on the farm and in the clinic, we work hand in hand with our customers every step of the way.

Our singular focus is to empower those who care for animals, helping them manage their vital responsibility with confidence.  Because when it comes to animal health, no one sees it like we do.

The Administrative Assistant provides high-level administrative support to the Site Director at a dynamic Animal Health manufacturing site. This role requires exceptional organizational skills, strong communication skills, professional discretion, and the ability to manage multiple priorities in a fast-paced environment.

The Administrative Assistant serves as a trusted partner to the Site Director — anticipating needs, improving processes, and ensuring efficient and professional execution of daily operations.  The ideal candidate is proactive, detail-oriented, and capable of handling confidential information with professionalism.

Key Responsibilities:

• Leadership Support:

  • Manage complex calendars, schedule meetings and cross-functional coordination, and coordinate travel arrangements.

  • Prepare and edit correspondence, reports, presentations, and other documents.

  • Serve as a liaison between leaders and internal/external stakeholders.

• • Coordinate confidential personnel matters, including hiring processes, onboarding, performance documentation, and HR interactions.

  • Maintain professionalism and discretion when handling confidential, sensitive, or proprietary information.

• Site Coordination:

  • Support site-wide communications and initiatives led by the Site Director.

  • Assist in planning and executing site events, town halls, and leadership visits.

  • Maintain awareness of site operations to anticipate administrative needs.

• Administrative Operations:

  • Manage interview scheduling, expense reports, purchase orders, and other administrative transactions.

  • Maintain organized filing systems (digital and physical) for Site Leadership Team documentation.

  • Track and follow up on action items and deadlines.

• Project Support:

  • Assist with special projects and initiatives as assigned by leadership.

  • Compile data and prepare summaries or reports for executive review.

Qualifications:

• Required Education:

  • High school diploma or equivalent required.

  • Associate’s or Bachelor’s degree preferred

• Experience:

  • Minimum of four (4) years of administrative experience (or equivalent), preferably supporting senior leadership.

• • Proven ability to effectively and efficiently manage calendars for multiple professionals, including complex scheduling, time-zone coordination, and prioritization.  Experience with calendar and scheduling tools including Outlook/Exchange, Google Calendar, Calendly, Doodle

  • Strong proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint). Ability to manage shared drives, Teams channels, and structured digital filing systems.

• • Excellent written and verbal communication skills.

  • Experience with event planning and coordination (internal town halls, onsite or offsite functions, investor meetings, client events).

  • Experience with expense reporting and budget tracking: reconciling credit card statements and submitting reports.

  • Experience with travel and expense tools including Concur, Expensify, SAP Concur.

  • Strong decision making and judgement ability: Prioritization under ambiguity and shifting priorities; Gatekeeping: screening requests and protecting executive time effectively; Ability to escalate appropriately and make low-to-medium impact decisions independently.

  • Demonstrated experience handling confidential and sensitive information with discretion and integrity.

  • Experience preparing materials for board meetings and understanding governance processes.

  • Strong time management and problem-solving abilities.

Preferred Attributes

• • Experience supporting directors or multi‑leader teams.

  • Comfort operating in dynamic environments such as manufacturing, pharma/biotech, engineering, or c