RIO Administrative Lead

Use Your Power for Purpose

A career with us is about discovering breakthroughs that change patients' lives. We need dedicated colleagues like you who are efficient, find solutions, and collaborate with others to achieve our purpose.

This position is a proactive, highly organized, and independent administrative professional who reports directly to the Vice President, Head of Global Regulatory & International Operations. This role provides comprehensive administrative support to assigned leaders and colleagues, serving as a key liaison across multiple departments and levels of management.

Responsibilities of this role include office management, calendar coordination, meeting planning, correspondence drafting and editing, and execution of a wide range of administrative functions, logistical tasks such as hosting guests, preparing materials and managing print needs.

Success in this role requires strong communication, discretion, and the ability to manage competing priorities with minimal supervision. Join us in making a meaningful impact on patients' lives by being part of a team that values collaboration and dedication.

What You Will Achieve

In this role, you will:

• Provide comprehensive administrative support to business leaders, including managing records, verifying data, responding to emails, and scheduling meetings.
• Serve as the key point of contact for administrative activities, ensuring smooth operations within the team.
• Create agendas, schedule appointments, and issue meeting minutes for meetings and conference calls.
• Proactively coordinates and maintains the calendar of the assigned team members using initiative to ensure schedule is accurate and manageable.
• Making and coordinating travel arrangements for the assigned team members and across travelling parties.
• Prepares compliant expense reports for approval.
• Implement process improvements for administrative tasks and resolve difficult issues with integrity and confidentiality.
• Organize documents, maintain an inventory of files, and manage purchase orders through the Ariba system.
• Set up and handle logistics for large or off-site meetings and identify cost-effective vendors for various activities.
• Ensure accuracy of work, use judgment to determine work methods, and proactively organize workflow.
• Contribute ideas, foster enthusiasm, and negotiate timely execution of work while taking personal accountability for quality and professional development.
• Lead others, monitor resources, provide input on performance assessments, and apply expertise to achieve broad objectives.
• Complete complex assignments independently, ensure nonstandard work is reviewed for compliance and quality, and often be designated as the lead for specific projects.
• Support for the RIO LT, participating and maintains departmental document/knowledge repositories and websites
• Screens phone calls and visitors and uses discretion to provide information to callers requiring knowledge of the business, as well as company policies, practices, and operations.
• May assist with on-boarding of new hires, either colleague or contractor staff.

Here Is What You Need (Minimum Requirements)

• High School Diploma or GED with at least 6 years of experience
• Demonstrated planning and organizing skills
• Proficiency in Microsoft Office Suite, especially PowerPoint, Excel, and Word
• Excellent attention to detail and interpersonal skills
• Ability to work with confidential documents and information
• Strong communication and collaboration skills
• Ability to carry out all office functions proficiently and complete quality work on a timely basis

Bonus Points If You Have (Preferred Requirements)

• Prior experience as an Administrative Assistant supporting executive leadership in a global organization
• Knowledge of the pharmaceutical industry and healthcare environment
• Experience in training others and providing guidance to the team
• Strong organizational skills and the ability to manage multiple tasks simultaneously
• Proactive approach to work and the ability to initiate follow-up actions

PHYSICAL/MENTAL REQUIREMENTS

Lifting, sitting, standing, walking, bending, ability to perform mathematical calculations and ability to perform complex data analysis.

Additional Information:

• Work Location Assignment: This is a hybrid role requiring you to live within commuting distance and work on-site an average of 2.5 days per week.