Sr. Associate, Administration, Global Pharma Marketing

Job Description

The Senior Administrative Associate will provide comprehensive support to and AVP and a number of Executive Directors in the HIV, Immunology, and Business Development departments within the Global Marketing division. Additionally, they will serve as the primary liaison for a team of Directors and Associate Directors.

By leveraging their expertise and skills, the Senior Administrative Associate will ensure seamless coordination and efficient operations across multiple departments. They will contribute to the success of key initiatives by assisting the AVP and Executive Directors in managing their day-to-day activities, including calendar management, meeting coordination, and document preparation.

Furthermore, the Senior Administrative Associate will foster effective communication and collaboration among the Directors and Associate Directors, acting as a central point of contact. They will facilitate information flow, facilitate team meetings, and support cross-functional projects, ultimately enhancing the collective productivity and achievements of the team.

Through their exceptional organizational abilities and attention to detail, the Senior Administrative Associate will help streamline processes, maximize productivity, and enable executives and teams to focus on their strategic priorities.

This role assists with administrative functions relating to organization and communication across the team and ensures the efficient operation of the office and its team members.  The position requires excellent organizational skills, professional communication skills, attention to detail, flexibility, and teamwork.  

Responsibilities and Primary Activities include and may not be limited to:

• Manages complex calendars, prepares correspondence, and reports, and reliably handles confidential issues.
• Serves as an initial point of contact for and liaison to outside visitors and vendors.
• Coordinates and performs multiple tasks while understanding the project principles and technical skills related to own work assignments.
• Prioritizes work activities with little supervision.
• Schedules complex, multi-leg, and international travel.
• Supports the use of Team Sites.
• Communicates and interacts effectively with Our Company executives and internal/external clients both onsite and remotely to maintain workflow.
• Coordinates special projects within the division or area.
• Consistently demonstrates Company Leadership behaviors.
• Demonstrated experience with visa and passport processing.
• Ability to handle and prioritize many simultaneous assignments.
• Experience with event planning and coordination.
• Extraordinary attention to detail.
• Outstanding communication and people skills.
• Experience with financial and budget tasks.
• Proactively takes initiative.

Required Qualifications, Skills, & Experience:

Minimum Requirements:

• High school diploma.
• 8+ years of administrative assistant experience.
• 3+ years executive administrative experience supporting senior executives (Senior Director, Executive Director, Vice President, or above).
• Advanced ability using Microsoft Office Suite (Outlook, Word, Excel, Power Point) and ability to operate other peripheral devices.
• Demonstrated experience scheduling and coordinating complex, multi-leg domestic and international travel.
• SAP experience processing Expense Reports, Ariba experience for Purchase Orders, Payment Requests, Vendor Add Forms, as well as the capability to run reports within SAP.
• Advanced analytical ability, independent judgment, creativity, and problem-solving capabilities.

• Extraordinary attention to detail.

• Event Planning/Coordination experience (e.g. meetings).  

Preferred:

• Advanced education or certifications (e.g., Certified Administrative Professional, Project Management Professional Certification, Professional in Human Resources Certification).
• Experience processing Visa/Passport Applications.

#MSJR

Under New York City, Colorado State, Washington State, and California State law, the Company is required to provide a reasonable estimate of the salary range for this job. Final determinations with respect to salary will take into account a number of factors, which may include, but not be limited to the primary work location and the chosen candidate’s relevant skills, experience, and education.

Expected salary range:

$81,100-$127,500

Available benefits include bonus eligibility, health care and other insurance benefits (for employee and family), retirement benefits, paid holidays, vacation,