General Administrator

Social network you want to login/join with:

Purpose of Assignment:

The primary focus of this position is to effectively provide administrative support to the regional Established Markets and International Markets Patient Partnerships. The Administrative Assistant functions as the general ambassador and communication interface among designated Departments and external contacts. Responsibilities include activities related to coordinating Team meetings; document and presentation production/editing (including managing materials through review in Veeva PromoMats and Veeva Events Management); preparation for internal and external meetings and luncheons; contracting & purchasing for departmental contracts, onboarding new hires; and general filing.

Key Deliverables or Milestones:

1. Provides administrative support, incl. to coordinating Team meetings; document and presentation production/editing (including managing materials through review in Veeva PromoMats and Veeva Events Management); preparation for internal and external meetings and luncheons; contracting & purchasing for departmental contracts, onboarding new hires; and general filing.
2. Has the ability to troubleshoot problems, and make necessary adjustments.
3. Provide secretariat support to the Patient Partnerships regional team, including meeting logistics, prepare meeting agendas and minutes and provide meeting facilitation.
4. Independently prepares invoices and purchase orders, and reconciles differences, files sensitive documents, and onboards new vendors.
5. Develops and maintains the communication platforms and tools for global cross functional sharing and collaboration including managing the functions’ SharePoint site.
6. Supports diary coordination and management of global internal events, such as Patient Centricity Month, in partnership with other internal stakeholders.
7. Ensures the effective onboarding of new colleagues including coordinating IT needs, arranging introduction meetings with key stakeholders and systems training.
8. Coordinates oral and written communications on behalf of the departmental teams as requested by supervisor. Independently creates some communications and provides suggestions for writing improvements.
9. Frequently interacts with internal personnel on significant matters often requiring coordination between functional units. Frequently interacts with external stakeholders.
10. As required, schedules complex meetings involving internal and external personnel and offsite meetings (including out-of-office locations), ensuring that all logistical and equipment needs are met. Negotiates with site to ensure all needs are met and serves as an on-site liaison with facility manager.
11. Other such duties as may be reasonably required by the business.

Internal:

• Employees at all levels globally.

External:

• External vendors, suppliers, and consultants.
• Patients and caregivers.

Skills:

• Self-motivated, strong decision-making skills, detail oriented, takes the initiative and has the ability to work independently without close supervision and with all levels of management. Judgement to know when to seek guidance or escalate.
• Methodical with ability to prioritise and meet deadlines. Tenacious to follow up, resolve outstanding matters, and explore options.
• Excellent attention to detail and financial awareness (raise/process/track Purchase Orders etc.).
• IT literate (Intermediate stage) to type/create and edit reports, trackers etc. Excel, Word, PowerPoint, Outlook. Proficiency in a variety of software like Outlook with the ability to assist others.
• Good written and verbal communications including ability to prepare updates, summaries, emails to employees and management.
• Identifies improvements and generates new ideas, methods or solutions. Positively embraces change.
• Continuous improvement approach; takes personal ownership to improve ways of working and leverage/share best practice.
• Excellent organisational skills, ability to multitask, effective project management skills and commitment to meeting deadlines and work well under pressure.
• Demonstrated ability to be discreet, flexible, work independently, prioritise and manage assignments to ensure critical issues are addressed or brought to the attention of the appropriate expert within the Departments.
• Must be discreet in handling highly confidential and sensitive information. Understands and applies client values, maintains and demonstrates high ethical standards in conducting client business.
• Frequent use and full knowledge of Functional Unit structure and policies, Company policies.
• Key characteristics include: patient focused, possesses a positive outlook, flexible, approachable, patient, courteous, tactful and diplomatic.

Experience:

• Experience in providing administrative support to high functioning teams in a fast-paced environment.
• Experience in supporting managers in different geographical locations; comfortable with remote working.
• Strong written and verbal communication skills.
• Ability to work independently as well as in a team setting and under management.
• Demonstrated ability to develop and maintain effective collaboration relationships with team members and internal/external partners.
• Ability to prioritise and organise a high volume workflow and follow a project through to completion, ensuring attention to detail and highest level of accuracy within required timeframe.
• Experience working with both internal and external customers and business partners.
• Knowledge and/or experience working with groups with varied cultural backgrounds.
• Demonstrated commitment to achieving results through work efforts and ability to drive to desired goal completion.
• Previous knowledge of client and client systems/processes would be advantageous.
• Previous experience providing administrative support in pharmaceutical industry would be an advantage but not essential.