Administrative Assistant

Position Summary:

The Administrative Assistant will be a member of the US Medical Affairs, NS organization providing comprehensive administrative support to Neuroscience US Medical Affairs field and in-house team(s). Activities will include scheduling and prioritizing internal/external meetings, travel arrangements, expense reports, limited document management, collaboration across the franchise and will include provide occasional administrative back-up support for the Neuroscience Vice President of US Medical Affairs. Critical capabilities include flexibility, approachability, advanced organizational skills, and proactivity.

Responsibilities

 

• Manage complex calendars, arrange large meetings (all logistical details, technology, etc.), training needs (from assigning to scheduling for larger scale initiatives) and assist with conference schedule management.
• Partnering with Neuroscience Division Admin Staff
• Coordinate On-boarding/Off-boarding in systems for Client and contract personnel. Including New Hire Interview logistical support.
• Organize travel arrangements through Concur and prepare expense reports.
• Maintains discretion and confidentiality at all times.
  
   

Qualifications

 

• A minimum of a high school diploma is required (advanced education or training would be preferred)
• At least 4 or more years of administrative experience is required
• Expert skills in Outlook, PowerPoint, Excel and Word are required
• Proficiency with productivity tools and portal technology (OUR SOURCE, E-Marketplace, Concur, SharePoint, and OneDrive) is a plus
• Excellent verbal and written communication skills, with exceptional interpersonal skills are required
• Meticulous orientation to detail and must possess strong communication and organizational skills
• Sense of urgency required while demonstrating a high degree of professionalism is required
• Demonstrated experience interacting with senior level management and maintaining a high level of confidentiality is required
• Ability to successfully prioritize and provide accurate follow up on all issues and correspondence is required
• Self-starter mentality with a strong sense of ownership and involvement is required
• The ability to manage complexity, work with minimal supervision, and adapt in a fast-paced environment is required
• Ability demonstrate that you can partner effectively with the team that you support as well as work collaboratively among our administrative assistant team.
• Experience supporting Vice President or Sr. Director level is preferred.