Administrative Assistant 2

Job Overview
Responsible for the administration and organization of scheduling activities, managing competing priorities, and proactively anticipating needs, while balancing several initiatives including managing complex calendars with global needs, scheduling meetings and events, coordination of travel, expense report management, presentations and communications, coordination of internal projects and other administrative activities as identified.

Essential Functions

• Reporting to Vice President and General Manager of R&DS IT, is responsible for the administration and organization of the VP's scheduling needs, managing competing priorities and proactively anticipate needs of the VP, while balancing several initiatives including managing complex calendars with global scheduling needs - often in multiple time zones, scheduling  meetings and events, coordination of travel, expense report management, presentations and communications, coordination of internal projects and other administrative activities as identified
• Leverage Microsoft Applications including Outlook, Teams, Excel, Word, and PowerPoint daily, among other tools and technologies as identified, ability to learn new software and technologies as needed
• Organized, self-starter who can quickly gain an understanding of the organizational culture to deliver responsibilities, provide proactive support, and ability to multi-task and manage competing and changing priorities
• Develop meeting agendas, capture meeting minutes, prepare presentations, follow up with team members as appropriate, ensure presenters are on task, etc.
• Develop and execute effective communication strategies to keep VP and leadership teams informed; follow through with action items and follow-up tasks and activities created from these touchpoints
• Review emails, manage team mailboxes, create, and manage distribution lists, categorize/sort emails for review, and respond to emails, as appropriate
• Provide supporting materials and presentations for requested activities
• Set up meetings and team events in-person or virtual, as required, develop understanding of conference rooms, facilities and meeting logistics required
• Ensure AV equipment, IT equipment, meeting supplies, food / catering, on-site logistics, coordination with IT support and facilities teams are set-up, managed, and communicated per meeting needs
• Manage complex calendar with daily changing priorities, global meeting needs in multiple time zones, respond to meeting request, and keep calendar organized and up to date
• Schedule travel arrangements for VP, including travel planners, itineraries, and schedule meetings, coordinate logistics, etc., includes all means of travel including air, train, ground transportation, hotel, etc. using travel tools
• Process expense reports using expense report tools
• Plans, organizes, prioritizes, and oversees activities to efficiently meet business objectives for standing weekly, monthly, and quarterly meetings, and ad-hoc, urgent meeting requests
• May be requested to produce and maintain process flow charts and organizational charts as needed
• Ability to work cooperatively with others and develop trusting relationships with senior leaders, collaborate with other administrative assistants, and teammates at all levels
• Ability to manage competing deadlines, multiple projects, and changing priorities
• Successfully leverages the latest trainings and technologies to increase performance
• Proactive and strategic management of all responsibilities

Qualifications

• High School Diploma or equivalent Required
• Bachelor’s Degree Preferred
• Minimum of three (3) years administrative experience, or equivalent combination of business school/ training and job-related experience
• Proficient in Microsoft Teams, Outlook, PowerPoint, Word, and Excel
• Ideally located commutable to Durham, NC for in-office/hybrid work
• Local to Durham, North Carolina

IQVIA is a leading global provider of clinical research services, commercial insights and healthcare intelligence to the life sciences and healthcare industries. We create intelligent connections to accelerate the development and commercialization of innovative medical treatments to help improve patient outcomes and population health worldwide. Learn more at https://jobs.iqvia.com

We are committed to providing equal employment opportunities for all, including veterans and candidates with disabilities.