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Form of workJob Summary
The Administrative Assistant provides comprehensive administrative support to the Sr Vice President (Commercial Operations). The Administrative Assistant’s responsibilities include, but are not limited to, composition and distribution of critical communication materials, coordination of meetings, and management of the Sr VP’s daily schedule. Interfaces regularly with executives both internal and external to the organization. Responsibilities
- Generates and distributes important and, at times, confidential documents (memoranda, reports, meeting minutes, general correspondence, etc.) on behalf of the Executive with minimal direction.
- Manages and processes invoices according to company guidelines.
- Coordinates all details surrounding meetings (room, equipment, catering, etc.).
- Plans and executes team events.
- Prepares presentations and agendas for meetings as required.
- Manages the Executive’s appointment schedules by planning and scheduling meetings, conferences, special events, teleconferences, and travel.
- Ensures security, integrity, and confidentiality of data.
- Facilitates meeting organization and travel arrangements for the Contract Marketing & Commercial Analysis department.
- Communicates calendar changes to those affected in a timely manner.
- Remains current regarding executive’s priorities on a daily basis.
- Completes travel and expense reports and reconcile monthly travel card statement as necessary.
- Supports on-boarding of new hires.
- Screens and directs all telephone calls and visitors.
- Generates, maintains, and monitors the central filing system (electronic and paper filing systems) and serve as departments records coordinator.
- Assists the department as needed with a variety of areas to include, but not limited to, administration, meeting coordination, invoice processing and departmental internal communication.
- Completes all training requirements, including all department-specific, compliance training, etc.
- Ability to work flexible hours and weekends to meet business/customer needs.
- Participates in any and all reasonable work activities as assigned by management.
Requirements
- High school diploma or GED (associate degree preferred).
- Minimum of 3-5 years’ experience in a professional, administrative support role, supporting executive management.
- Advanced computer skills (proficient with MS Office - Word, Excel, Outlook, PowerPoint, Office 365, and Internet).
- Experience with travel and expense management systems required. ERPs (SAP preferred) and other database concepts highly preferred.
- Excellent communication, interpersonal, and customer service skills.
- Apply advanced skills to resolve complex problems independently which may require modifying processes to resolve situations.
- Proven track record including roles of increasing responsibility.
- Effective problem-solving skills and demonstrated use of sound judgment.
- Advanced calendar management, and organizational skills.
- Excellent interpersonal and communication skills (written and verbal).
- Strong adaptability, flexibility, initiative and resourcefulness.
- Ability to exercise independent judgment and decisions.
- Demonstrated ability to maintain a high level of professionalism and confidentiality.
- Demonstrated ability to prioritize and execute tasks in a dynamic environment.
- Ability to work independently, as well as part of a team, and handle multiple priorities with the flexibility to adjust to changing priorities and schedules.
- Ability to maintain complete confidentiality and discretion in business relationships and exercise sound business judgment
Additional Information
We offer an excellent salary and benefits package including medical, dental and vision coverage, as well as life insurance, disability, 401K with company match, and wellness program.
Fresenius Kabi is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, citizenship, immigration status, disabilities, or protected veteran status.
