Administrative Assistant II

Main Purpose of the Role

Provides advanced administrative support to one or more Divisional Vice Presidents and other managers/directors as assigned. May provide back up support to higher-level management as needed.

Main Responsibilities

• Responsibilities include all administrative functions of the department: answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, handling teleconference and BlackBerry setups, acting as a liaison for remote access issues.
• May include some support for tracking budget expenditures.
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
• Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
• Orders business cards and stationery.
• Uses intermediate to advanced software skills to perform work assigned.
• Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable).
• Coordinates new employee office set-ups and onboarding.
• May train/coordinate work for new administrative assistants.
• Consistently interacts with high-level executives.
• Intermediate to advanced knowledge and understanding of business processes and requirements.
• Frequently handles confidential or business-sensitive information.
• Maintains and manages calendars, including meeting and travel scheduling and domestic and international travel arrangements.
• Proactively identifies and resolves scheduling conflicts.
• Primary point of contact for manager's schedule.

Qualifications

Minimum 3 years' relevant admin experience including but not limited to: Expense and travel, NDAs, Promotions and weekly open req list, Facilities and meeting requests and conf room management, Expense reporting, Office supply, Vacation report, Patent awards special award, Livelife well, yearly events (EGC/Halloween/Xmas), Training tracking, Award lunches (2xyr), Townhall meetings, HRS/EHRA consolidated R&D attendees, Purchasing through Ariba user, Proficient MS Office Suite user (Word/Excel/PowerPoint).

Required Education

High School Diploma/GED

Preferred Education

Bachelor's Degree