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Administrative Assistant
Ref No.: 17-01311
Location: Duluth, Georgia
Position Type:Contract
Start Date / End Date: 04/03/2017 to 12/31/2017
The Administrative Coordinator provides executive administrative and technical support for a team of professionals including the Global Head Pet Health, Head or Strategic Planning and Marketing Excellence and their teams. Ability to work in a multicultural & confidential environment is essential.

The major responsibilities are as follows:
  • Under the supervision of the Global Head Pet Health, performs duties professionally in accordance with established office practices and corporate procedures.
  • Professionally establishes and handles required communications with Agencies, third parties and executives with the appropriate confidentiality.
  • Sets up, organizes and maintains files, reports, and records as requested. Requires handling of personnel/administrative and business information of a confidential nature. Follows promptly on pending actions. Identifies opportunities and provides suggestions for efficiency improvements.
  • Supports management and others as needed to extract information from systems, including providing the information in the form of presentation, graphics and charts.
  • Facilitates administrative processes and coordination of activities to bring cohesiveness within global regulatory affairs.
  • Independently schedules and coordinates meetings and events, including but not limited to office visits, interviews, on or off-site departmental meetings, hotel reservations and any other pertinent details for smooth functioning of departmental activities.
  • Seeks innovative solutions to meet the needs of the GCD groups.
  • Creates and maintains up to date organizational charts. Collects data and assembles monthly reports and other information as requested.
  • Provides significant assistance with budget/expense tracking, processing invoices and payments, departmental KPIs, and metrics.
  • Orders supplies and processes contracts and invoices as per internal policies.
  • Researches information as assigned and prepare documentation (word, powerpoint, excel etc.) as requested
  • Effectively uses available technology (i.e. computers, copiers, electronic media, etc.) to ensure high quality output for team including creation, review, and formatting of presentations, reports, memos, letters, etc.
  • Receives and distributes incoming correspondence, both internally and externally and handles this mail in the appropriate manner. Manages confidential material professionally and in accordance with internal policies and external regulations.
  • Proactively maintains supervisors' calendar and works expeditiously on travel arrangements for all members supported in alignment with internal policies. Prepares expense reports for supervisor and/or other departmental members, as assigned in a timely manner.
  • Collaborates effectively with other GCD assistants to support global GCD needs as required.
  • Assists with all other administrative duties as assigned, including occasional relief coverage for other GCD assistants, as required.
  • Screen email and phone calls and directing to correct contact and escalate to supervisors as needed.
  • Manage new vendor onboarding and PO/invoice processing.

Knowledge and Skills
  • High school degree or equivalent. Bachelor degree is a plus. Undergraduate degree or equivalent with an aptitude for technical and scientific communication preferred.
  • Minimum of 5 years administrative and/or project coordination experience in a corporate environment.
  • Very strong PC application skills, including Microsoft Office Suite (with advanced skills in Excel, PowerPoint, and Outlook)
  • Excellent communication skills (verbal and written) and the demonstrated ability to multi-task and exercise good judgment in making decisions and taking action on own initiative as warranted.
  • Proactive, customer focus, with a strong attention to detail. Teamwork, cooperation and tenacity.
  • Well organized, self-starter, with the proven ability to prioritize, manage day-to-day activities and maintain confidentiality.