Responsible for all office management functions for the Professional Relations department including that of the Vice President. Daily administrative functions including (but not limited to) answering all incoming calls, scheduling and preparation of meetings, scheduling of travel, maintenance of Vice President's calendar, sorting and prioritization of e-mail and sorting and distribution of department incoming mail.
ESSENTIAL RESPONSIBILITIES & ACCOUNTABILITIES:
Responsible for all Office Management functions including all scheduling of Vice President's appointments, meetings, etc. including:
prepares and plans for on-site and off-site meetings
creates/distributes agenda and action items/minutes of meetings
creates and distributes all correspondence for Vice President
acts as point person liaison with all outside contacts including internal and external customers
maintains/schedules all traveling requirements including travel, hotel, car rental for special events and various seminars/conferences for Vice President and summarizes same for Vice President's review
includes preparation of agenda and itinerary for Vice President before departure for business travel
includes preparation and submission of expense reports and associated expenses upon Vice President's return
Performs everyday administrative functions including clerical functions, phone/e-mail monitoring and prioritization, supply ordering; filing/organizing, etc.
Coordinates the Oral Health Advisory Board and Medical Advisory Boards, responsible for planning, pre-meeting preparation, communication of meeting materials to attendees, minutes of meeting and post meeting communication and related activities with Board members.
Maintains, monitors and reconciles monthly departmental cost center budgets to ensure timely and correct spending and allocations;
includes creation, submission and follow up of all departmental check requests
provides updated weekly reports to VP and Professional Relations department
Acts as point TSM with Accounts Payable for Department T & E expenses for staff, department expenses, outside consultants and outside Creative Director and Copywriter.
Participates in special projects and performs other duties as required.
In addition to the essential duties and responsibilities listed above, all positions are also responsible for:
Meeting company standards pertaining to quantity and quality of work performed on an ongoing basis, performing all work related tasks in a manner that is in compliance with all Company policies and procedures including WorldWide Business Standards.
Adhering to Company policies, procedures, and directives regarding standards of workplace behavior in completing job duties and assignments.
7 Years Administrative / Executive Assistant experience.
Specialized Knowledge and Skills:
Good P.C. skills required, including Windows 2000, Microsoft Office (Word, Excel, Access, Powerpoint, Outlook). Excellent verbal and written communication skills. Speed writing a must and financial/budgeting skills helpful.
From Poughkeepsie to Prague, Henry Schein outfits dental offices around the world with everything they need. The company is a leading global...