Sr Administrative Assistant
Location: La Jolla California
Description: Shire Specialty Pharmaceuticals is at present recruited Sr Administrative Assistant right now, this career will be placed in California. More details about this career opportunity please give attention to these descriptions. The Senior Administrative Assistant will provide a range of diverse administrative support to Process Development in Shire’s Technical Operations Division.This posi! tion requires working with standard and advanced spreadsheets, databases and word processing software packages to generate correspondence and presentations. Assignments involve work of a highly confidential nature requiring a high level of discretion and judgment. High attention to detail and strong organizational, interpersonal and communication skills are essential to this role. The successful candidate will be a team player and will interact with internal and external parties at all levels.
Excellent Microsoft Office skills, the ability to multi-task under pressure and an enthusiastic, professional demeanor are required. Four to six years related experience is a must, and experience in the biopharma industry is very helpful. Associate’s or Bachelor’s degree is desirable. Often deals with confidential information requiring use of tact and diplomacy.Essential FunctionsProvides Senior Level Administrative Support to Process Development (30%): Greets visitors, a! nswers and directs phone calls to appropriate areas and answer! s routine inquiriesAssumes responsibility for copying, faxing, and developing and maintaining filing systemsPrepares routine and non-routine correspondence communications including, spreadsheets and presentations.
Assists with distributing team meeting agendas and writing meeting minutes as neededContacts company employees at all organizational levels and liaises across global functionsCreates, maintains, and/or tracks purchase orders, G/L follow up and all other matters involving Procurement and FinanceProactively responds to questions, concerns and requests for information and resolves routine questions and information requestsOrders and maintains appropriate levels of office suppliesExpense Report Processing and Calendar and Meeting Management (35%)Coordinates schedules and meeting logistics such VTC meetings, LiveMeetings, T/C Meetings and off-sitesMaintains calendars, department schedules and time-off schedules for VP, Directors and Sr. Directors in Process De! velopmentCoordinates meetings and manages logistics including reserving meeting rooms, audio/visual equipment, catering and other resources for various events Process and submits T&E expenses for Process Development Senior Staff on a monthly basisProvides administrative support across Process Development line functions (35%): Coordinates travel plans (domestic & international) for Process Development staffSupports training implementation which may involve scheduling & invitations, attendance tracking, logistics, materials, reporting and follow-upCoordinates conference registration for Process Development staffLiaises with Legal department to facilitate legal services requested by Process Development staffProvides logistical support to an assortment of initiatives over the course of the year on an ad hoc basis Education & Experience RequirementsHigh School diploma or equivalent required; Bachelor’s degree preferred4+ years administrative experience in a fast-paced professi! onal environment Knowledge of proper English usage, grammar, vocabulary! , spellingKey Skills and CompetenciesAbility to operate a personal computer and related software, and general office equipment including copier, and faxAdvanced MS Office skills; Word: Forms, Mail Merge, Index and TablesExcel: Forms, Formulas, Functions, Pivot Tables, GraphsPowerPoint: Graphics, AnimationVisio: Organizational ChartsOutlook: Emails, Calendar management, Meeting & room bookingsMust be able to handle confidential information and issues effectively and without breach of confidentialityStrong interpersonal skills; position requires demonstrated poise, tact and diplomacyMust be able to interact and communicate effectively with individuals at all levels of the organizationStrong attention to detail in composing and proofreading materials Ability to prioritize, manage and perform multiple tasks in a fast paced environmentSense of urgency and responsiveness to meet client requests and needsSolid organizational skills; ability or organize and maintain accurate, order! ly files and recordsSolid verbal and written communication skillsAbility to be resourceful and track down informationFlexible and adaptableFamiliarity with SAP a plusOther Job ComponentsComplexity and Problem SolvingStrong problem-solving capability, solution-orientedAbility to solve routine department problems or customer issues with general discretionAbility to assess a problem quickly and determine to what level it should be elevated, directing staff/customers to the correct person(s)Works within specific guidelines and policies, deferring non-routine matters to supervisors Able to understand and manage daily work in a highly confidential environmentDNA CAPABILITIES: Energy & DriveGlobal & Cross Boundary CommunicationAccountability & OwnershipDelivering Excellence Courage to ChallengeBusiness AcumenJudgment & Decision-MakingPHYSICAL REQUIREMENTS: Ability to hear and speak to employees/management and outside business associates on the phone and in personAbility to sit for! long hours at a timeAbility to see the letters and numbers on a person! al computer screen and on memoranda, reports and other documents (near vision)Requires moderate right and left hand coordination for the use of the personal computerAbility to maintain a professional image
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This career starts available on: Sat, 09 Nov 2013 07:50:17 GMT