Executive Administrative Assistant 2
Quintiles Transnational - Cambridge, MA

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PURPOSE
Perform diverse administrative duties for two heads of Line of Businesses (typically VP level) with broad business responsibilities on a global basis or major region, necessitating high level contact and exposure to highly confidential information requiring considerable use of tact, diplomacy, discretion, judgment., and strong attention to detail.

RESPONSIBILITIES

Schedule appointments as determined by priority
Plan executive travel, including air/train, hotel, etc. in the US and overseas
Arrange meetings and phone calls across different time zones
Participate in the planning, coordination, and preparation of major business meetings, luncheons, and dinners involving both internal and external clients, departments and companies (including attendance at off-site study specific meetings as required).
Facilitate staff and client meetings with WebEx meetings, projections, etc.
Prepare and compose correspondence and reports including article citations in journal format.
Maintain all files including training records and up-to-date bios on team members.
Responsible for preparation and timely submission of expense reports as requested by management.
Filter all telephone calls, mail and courier deliveries, etc
Coordinate business meetings involving internal or external clients or departmental meetings.
Ensure that communications from the Executive’s office to business unit heads are promptly and accurately dispatched.
Support management in recruiting process and new employee departmental set up and orientation.
Produce and maintain process flow charts and organizational charts for department.
Serve on projects as directed by management.
Serve as an information source for executive, answering questions, making referrals as required, and conducting required research
May act as team leader of assistants of the executive’s management team, ensuring special projects are completed within required timeframes.
Gather data, analyze and prepare reports including conclusions and recommendations for solutions.
Serve as liaison between others and the Line of Business executive, ensuring appropriate management awareness and involvement in decision making process.
Responsible for P-Card activities including but not limited to the ordering of supplies and submitting Visa statements in a timely manner.
Develop and design improved administrative procedures to promote the timely processing and submission of all administrative deliverables.
Develop and implement an efficient work flow and information tracking/retrieval system across all assigned projects, and maintains/archives files and records.
When manager is on travel or out of office take the initiative to review, prioritize and make decisions as to what is routine and critical correspondence and calls. Respond to routine items and forward urgent issues to appropriate individuals.
Perform other duties as required. REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Excellent computer skills (MS Office Suite, MS Word, MS PowerPoint, MS Access, MS Outlook, and Internet).
Excellent communication skills (written and verbal).
Must be proactive in terms of anticipating upcoming events/needs and finding ways to be most useful
Strong follow-up skills
Ability to work both within a team environment and independently to prioritize tasks
Ability to maintain demanding timelines.
Ability to work independently and manage time efficiently.
Ability to be self-directed, prioritize opportunities and perform multiple tasks.
Ability to establish and maintain effective working relationships with coworkers, managers and clients.
MINIMUM REQUIRED EDUCATION AND EXPERIENCE

High School diploma and minimum 8 years’ relevant experience; or equivalent combination of education, training and experience.

PHYSICAL REQUIREMENTS

Extensive use of keyboard requiring repetitive motion of fingers.
Extensive use of telephone and face-to-face communication requiring accurate perception of speech.
Regular sitting for extended periods of time.
May require occasional travel.

Quintiles Transnational - 14 months ago - save job - block
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