Administrative Assistant III

Purpose & Context
The position serves as an important member of the Digital GBU NA leadership team in maintaining operational excellence and is a key interface to team members, and internal and external contacts and stakeholders, establishing and maintaining the professional interface/impression of the function.

The Administrative Assistant is responsible to perform a variety of administrative, business supportive,
technical and clerical tasks and activities in an international environment between different sites location
around the world.

The administrative assistant for Digital GBU NA will be supporting the head of Digital GBU NA and a few other leaders with administrative duties including but not limited to meeting and calendar management, travel arrangements, expense reporting, communications, ad hoc support as needed.
Responsibilities

Partner to Head of Digital GBU NA in business operations
Capture and prioritize non-routine needs on a real-time basis, as well as keeping track of manager s due dates for tasks and action items for on time completion
Serves as confidential liaison on highly sensitive issues to other senior executives and members of the Digital team
Proactively anticipates manager s needs and prepares accordingly
Provides routine administrative support and maintains files according to business standards.
Interface regularly with Tech team to complete tasks
Meeting Planning, Scheduling and Travel
Meeting planning, including coordinating on-site and off-site meetings with internal and external stakeholders/customers. Arrange and provide support for meetings
Maintains calendars, constantly monitors electronic and telephonic communications, handling and responding to correspondence on behalf of manager with internal and external customers
Manages the agenda preparation and minutes for assigned meetings
Coordinates travel arrangements including registrations and liaison with the travel department for team members and international visitors
Prepares expense reports, as well as reviewing staff expense reports for compliance and proper submission of documentation prior to manager approval

Communication & Documentation
Support the consolidation, preparation and/or design of documents, spreadsheets, and presentations
Oversee organization and maintenance of files including confidential data
Track actions, decisions, and key discussion points in team meetings
Assist other admins as necessary, work together collaboratively and share best practices
Purchasing and other varying responsibilities
Create requisitions, for example ordering supplies and other administrative and systems support
Manages the ITS space allocation including departmental moves


Knowledge, Skills & Abilities
Present and positive, professional and solution focused
Ability to interact with all levels of the organization including senior management
Strong organizational and communication skills
Detail oriented with excellent follow up skills
Ability to work independently and as part of a team
Ability to manage multiple, sometimes conflicting priorities in a fast-paced and demanding environment and ensure smooth and efficient flow of day-to-day operations
Comfortable learning new laptop and web based technologies
Ability to work with multiple time zones and used to working in an international environment
Empathy, sensitivity and discretion handling sensitive and extremely confidential matters


Key Qualifications

College degree (preferred) in business, communication, or related discipline
5 years' relevant employment experience as Assistant, Executive Assistant, Project Manager, or related role
Highly proficient with Microsoft Office (Outlook, Excel, Word, PowerPoint)
Additional Desirable Qualifications:
International work experience
Proficiency in MS Office
Knowledge of office management systems and procedures
Working knowledge of common office intranet tools Concur, Ebuy, Catalyst, MyAwards, Workday, Sharepoint a plus
Experience working in a technology or pharmaceutical company and familiarity with high tech and biotech business concepts
Flexible
Computer literate in the use of non-generic software
Technical solving mindset