Sr Administrative Assistant

Job Description

A collective energy and ambition. A place where you can make a real difference.

We’re a company that genuinely cares about our people, our products, our consumers and the environment.

Our unique, informal culture champions courage, determination and collaboration. Knowing we have an open and supportive team means each of us has the freedom to take responsibility and ownership.

We have a shared passion to work hard, innovate and push boundaries.

United by the belief that when we strive for growth, anything is possible. While we might not be the largest company in our industry, we believe we can have the biggest impact because : Together We Have the Power to Win.

In this opportunity, you will provide administrative support to the Vice President, Global Quality, and the Global Vice President of Regulatory, along with their respective extended leadership teams.

You’ll be a key member of the Administrative and R&D team, utilizing your experience, skills, and knowledge of organizational policies, procedures, and practices to help achieve the business's goals.

You will be part of a high-performing, diverse, and inclusive team of administrative support professionals sharing best practices.

Key Responsibilities :

• Calendar Management : Organize and manage the leadership calendar, coordinating internal and external meetings as needed.
• Travel Arrangements : Plan and coordinate travel for leadership team members, ensuring efficient and cost-effective arrangements.
• Expense Reporting : Timely processing of expense reports for department heads utilizing Concur.
• Document Preparation : Utilize Microsoft Office products to prepare and revise documents, including PowerPoint presentations, Excel spreadsheets, and correspondence as required.
• Reward & Recognition Program : Coordinate the Reward & Recognition program requests and track the budget.
• Office Maintenance : Maintain conference rooms, office equipment, and supplies, and distribute mail.
• Onboarding Coordination : Work with hiring managers to coordinate onboarding for new joiners, and submit requests for IT equipment, phones, and Amex through Service Now.
• Space Planning : Manage space planning allotments for functional floorplans and submit tickets for physical office or cubicle moves or establishing space for new hires.
• Administrative Projects : Assist with centralized administrative projects and provide coverage for other administrative assistants to balance workload as necessary.
• Event Logistics : Manage logistics for large events and offsite meetings.
• Meeting Coordination : Coordinate meeting agendas for town halls, support interview scheduling, and handle bereavement and birth announcements / gifts, and employee service awards.
• Notary Services : Provide notary services in support of legalized and international documentation.
• Purchase Orders and Invoicing : Handle department purchase orders and invoicing, ensuring timely and accurate processing.

Education and Experience :

• Educational Background : High School Diploma with 3+ years of related experience, or a BS / BA with relevant experience.
• Technical Proficiency : Demonstrated proficiency in automated calendar management tools (e.g., Outlook) and various MS Office 365 applications.
• Communication Skills : Excellent verbal and written communication skills, with the ability to effectively manage conflicting priorities and organize workflow.
• Collaborative Skills : Proven ability to develop and maintain relationships with key stakeholders both within and outside of the function, fostering a collaborative work environment.

Skills and Competencies :

• Organizational Skills : Efficiently manage multiple tasks and priorities.
• Technical Proficiency : Skilled in Microsoft Office Suite and collaboration tools.
• Attention to Detail : High accuracy in documentation and scheduling.
• Confidentiality and Discretion : Handle sensitive information with integrity.
• Problem-Solving Skills : Proactively address issues and find solutions.
• Interpersonal Skills : Build strong relationships and support stakeholders.
• Adaptability and Flexibility : Adjust to changing priorities and environments.
• Project Management Skills : Coordinate projects and ensure timely deliverables.
• Financial Administration : Handle department purchase orders and invoicing.

Join us and be a part of a team where your contributions will make a significant impact on our business and its success.

LI-Hybrid