Senior Administrative Services Specialist - Discovery Process Chemistry

Job Description

The Senior Administrative Services Specialist provides proactive, high-quality, flexible and reliable administrative support to the Executive Director of Discovery Process Chemistry in Small Molecule Process Research & Development and their leadership team. This role assists with administrative functions relating to organization and communication across the team and ensures the efficient operation of team members. We are seeking candidates who are proactive and act with a sense of urgency, thrive in complexity, demonstrate resilience, and model the highest caliber of values and standards. Candidates must have an interest in and ability to work successfully in a fast paced, complex work environment. The ideal candidate is a highly motivated individual capable of prioritizing work, demonstrating exceptional organizational and proactive problem-solving skills, professional communication skills, flexibility and teamwork as well experience navigating across an enterprise to access resources and solutions as needed.

In addition to supporting the Discovery Process Chemistry departments, the role supports various division-related committees and meetings that enhance the division and further its goals. Responsibilities include, but are not limited to:

• Administrative support to include multiple extensive calendar management, meeting management (including meetings with external colleagues), phone coverage, processing expense reports, coordinating travel and updating weekly schedules. 

• Scheduling complex travel arrangements, including multi-leg domestic and international travel, including experience with visa and passport processing.

• Event planning and coordination.

• Consistently demonstrating Company Leadership behaviors; dealing with difficult situations diplomatically and effectively.

• Preparing and distributing correspondence and reports, while reliably handling confidential and politically sensitive issues.

• Coordinating and performing multiple tasks while understanding the project principles and technical skills related to own work assignments.

• Coordinating work and tasks through collaboration with colleagues across multiple sites.

• Interacting with team colleagues and understanding administrative interdependencies in work.

• Maintaining a working knowledge of the priorities of the team, which allows for an efficiently run department and a focus on key aspects of work. 

• Producing and completing various work assignments requiring independent judgment, creativity and problem solving skills with minimal supervision. 

• Coordinating special projects within the division/area.

• Often serving as an initial point of contact for and liaison to outside visitors, clients and vendors.

• Supporting the use and access rights of SharePoint sites.

• Managing the training profiles for employees, and aiding in activities related to training administration and systems. 

• Aiding with financial and budget tasks.

Qualifications:

Education:

• High school diploma

Required Skills and Experience:

• Minimum of 8 years of administrative assistant experience
• Advanced ability using Microsoft Office Suite (Outlook, Word, Excel, Power Point) and ability to operate other peripheral devices
• Advanced analytical ability, independent judgment, creativity, and problem-solving capabilities
• Communication skills must be at a level to effectively interact with our company's executives and their assistants as well as internal/external clients both on-site and remotely to maintain relations.
• Extraordinary attention to detail.
• Demonstrated experience scheduling and coordinating complex, multi-leg domestic and international travel and processing Visa/Passport Applications
• Ability to handle and prioritize a large number of simultaneous assignments
• Event Planning/Coordination experience
• Extraordinary attention to detail and handling of confidential/sensitive information
• Outstanding communication and people skills

Preferred Experience and Skills:

• SAP experience processing expense reports, purchase o