Under the direct supervision of the head of the site, this position provides administrative support for the Discovery and Development Solutions business field. This position interacts with internal and external customers globally at all levels of the organization. Independent judgment is required to plan, prioritize and organize a diverse workload. Performs duties such as answering phones, obtaining office supplies, routing mail, preparing expense reports and taking minutes at meetings.
Uses an array of business software applications (e.g., Word Processing, PowerPoint and Spreadsheet, and company systems ie Oracle)
Schedules and organizes complex activities such as meetings, travel, conferences, hotels, airport transportation, meeting invites and collecting RSVPs.
Creates and develops visual presentations.
Works independently and within a team on special nonrecurring and ongoing projects, such as contract management and marketing initiatives, sales meetings and other external events.
Manages critical company contracts and maintains the database and acts as back up archivist.
Types and designs general correspondence, memos, charts, graphs, business plans, etc. Proofreads for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity.
Acts as a liaison with other departments and outside agencies including high-level staff. Handles confidential and non-routine information and explains policies when necessary.
May organize group meetings from small to large including hotels, meals, airport transportation, reserving meeting rooms, arranging technical equipment, sending invites and collecting RSVPs.
Maintain inventory for office supplies and kitchen supplies placing necessary orders to replenish
Maintain office machines such as fax, copier, scanner and call for service when needed. Ensure paper and toner are available for general use
Responsible for postage meter/scale and postmarking outgoing mail
Greet visitors and provide visitor badges and follow proper sign in/out procedures
Prepare name plates and photo ID badges for new employees
Other duties as assigned
High school diploma or equivalent required
Requires relevant professional experience (2-4 years)
Understands and works within a variety of guidelines with a moderate degree of supervision
Identifies problems and related issues in straightforward situations and assesses these using standard procedures
Understands the team organization, individual roles and responsibilities within the team and how the team jointly achieves objectives
Requires an attention to detail, strong work ethic and sense of urgency
Proficient with Microsoft Office applications (Work, Excel, PowerPoint)
Excellent time management skills
Responsible for providing full secretarial and administrative service to the
EMD Serono - 2 years ago