Sr. Assoc, Administrative Services

Job Description

We are seeking a growth and continuous improvement minded Administrative Assistant that can help drive our Global Oncology Marketing operating priorities. The successful candidate should be customer focused and will be responsible for administrative duties requiring the ability to analytically thinking, make independent judgments, and problem-solving. The ability to adjust to constant changing situations and the ability to manage relationships with others is essential. Teamwork and communication are crucial requirements to this position.

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

• Coordinate and perform general administrative assistant duties for designated Executive members 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 executive 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.

• Prioritize a large number of simultaneous assignments. 

• Extraordinary attention to detail, independent judgment, 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.

Minimum Education Requirement:

• High School Diploma/GED

Required Experience and Skills:

• Minimum of 5 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

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