Administrative Assistant
Executive Personnel Inc, Collegeville, PA, United States
Administrative Staff Role
As part of our client's administrative staff, you will provide end-to-end delivery of programs and projects. The role will require independent judgment and discretion and will often require the incumbent to create processes and identify improvement areas.
Responsibilities:
Provide administrative support to various Specialty & Primary Care VP, MDL's.
Efficiently handle calendar management and schedule meetings in various geographies and time zones. Capability to assist with meeting set-up details and technology (Teams, A/V, connectivity, projection, technical assistance, and catering)
Assist with coordination of ad-hoc global administrative-related tasks, departmental events (e.g., Face to Face team meeting arrangement, data management & events)
Coordinate travel for domestic and international i.e., flights; hotel; transportation; visa/passport and itineraries; scan expense receipts and send offshore, adhering to policies and guidelines. Update travel profile (Concur).
CERPS Vendor & Supplier payment resolution for any T&E issues; chasing invoices; raising purchase orders; one-time vendor payments. Oder office supplies; equipment; business cards.
Manage a high-volume workload proactively to a consistently high standard, by setting priorities, objectives, and target dates
Onboarding of new employees ordering and scheduling for new employees.
Liaise with internal and external parties, national and international to arrange individual and group meetings. Work closely with global group admins.
Produce and creates documents, presentations, spreadsheets.
Regularly works with confidential information of major importance to GSK; high level of discretion and integrity required.
Demonstrable experience in taking the initiative and acting independently without specific direction.
Provide concierge support to teams (i.e., GSK systems; Workday; CERPS; Teams sites; Concur; Effort Tracking; etc.).
Practice continued development by participating in educational opportunities and projects
Accomplish organizational goals by accepting ownership for projects and tasks at hand while exploring opportunities to add value
Work together with and contribute to Operations functions/meetings and team initiatives
Manage Effort Tracking
Basic Qualifications:
High School Diploma
5+ years' Experience working as an Executive Assistant/Administrative or 5+ years as an admin/Assistant to a senior leadership team
5+ years' Experience supporting multiple people at leadership and management levels.
Preferred Qualifications:
Associates or bachelor's degree
High degree of accuracy and attention to detail required.
Highly skilled in the use of GSK systems for expense reporting, travel management, internal meetings, contract preparation and management, conference registrations etc.
Broad Knowledge of GSK organization.
Demonstrated experience in making decisions and showing initiative.
Problem solving skills
Highly proficient computer skills, including expertise using Microsoft programs (Word, Excel, Power Point, Share Point, Effort Tracking) and web conferencing.
Understands the needs of all relevant internal business clients and external contacts for stakeholders and can work with them in a professional, service-oriented way
Team player with the ability to collaborate with various departments globally and gain the confidence and cooperation of peers
Demonstrates flexibility to adjust to the ever-changing needs of the position, working with people at all levels, internal and external, with adaptability to working styles
Practices strategic thinking and problem solving in high pressure situations using a high degree of initiative and foresight
Shows a high degree of accountability and integrity when dealing with confidential matters
Adopts a highly flexible approach to work and can manage competing priorities and diverse routines of stakeholders while remaining resilient and calm
As part of our client's administrative staff, you will provide end-to-end delivery of programs and projects. The role will require independent judgment and discretion and will often require the incumbent to create processes and identify improvement areas.
Responsibilities:
Provide administrative support to various Specialty & Primary Care VP, MDL's.
Efficiently handle calendar management and schedule meetings in various geographies and time zones. Capability to assist with meeting set-up details and technology (Teams, A/V, connectivity, projection, technical assistance, and catering)
Assist with coordination of ad-hoc global administrative-related tasks, departmental events (e.g., Face to Face team meeting arrangement, data management & events)
Coordinate travel for domestic and international i.e., flights; hotel; transportation; visa/passport and itineraries; scan expense receipts and send offshore, adhering to policies and guidelines. Update travel profile (Concur).
CERPS Vendor & Supplier payment resolution for any T&E issues; chasing invoices; raising purchase orders; one-time vendor payments. Oder office supplies; equipment; business cards.
Manage a high-volume workload proactively to a consistently high standard, by setting priorities, objectives, and target dates
Onboarding of new employees ordering and scheduling for new employees.
Liaise with internal and external parties, national and international to arrange individual and group meetings. Work closely with global group admins.
Produce and creates documents, presentations, spreadsheets.
Regularly works with confidential information of major importance to GSK; high level of discretion and integrity required.
Demonstrable experience in taking the initiative and acting independently without specific direction.
Provide concierge support to teams (i.e., GSK systems; Workday; CERPS; Teams sites; Concur; Effort Tracking; etc.).
Practice continued development by participating in educational opportunities and projects
Accomplish organizational goals by accepting ownership for projects and tasks at hand while exploring opportunities to add value
Work together with and contribute to Operations functions/meetings and team initiatives
Manage Effort Tracking
Basic Qualifications:
High School Diploma
5+ years' Experience working as an Executive Assistant/Administrative or 5+ years as an admin/Assistant to a senior leadership team
5+ years' Experience supporting multiple people at leadership and management levels.
Preferred Qualifications:
Associates or bachelor's degree
High degree of accuracy and attention to detail required.
Highly skilled in the use of GSK systems for expense reporting, travel management, internal meetings, contract preparation and management, conference registrations etc.
Broad Knowledge of GSK organization.
Demonstrated experience in making decisions and showing initiative.
Problem solving skills
Highly proficient computer skills, including expertise using Microsoft programs (Word, Excel, Power Point, Share Point, Effort Tracking) and web conferencing.
Understands the needs of all relevant internal business clients and external contacts for stakeholders and can work with them in a professional, service-oriented way
Team player with the ability to collaborate with various departments globally and gain the confidence and cooperation of peers
Demonstrates flexibility to adjust to the ever-changing needs of the position, working with people at all levels, internal and external, with adaptability to working styles
Practices strategic thinking and problem solving in high pressure situations using a high degree of initiative and foresight
Shows a high degree of accountability and integrity when dealing with confidential matters
Adopts a highly flexible approach to work and can manage competing priorities and diverse routines of stakeholders while remaining resilient and calm