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Administrative Assistant III
Ref No.: 17-15936
Location: New York, New York
Title: Administrative Assistant III
Location: New York, NY 
Duration: 6 months

Job Description:

The Administrative Assistant will provide a comprehensive range of administrative support for two global Procurement Vice Presidents. Additionally, provides general office management oversight for NY based Global Procurement colleagues. The Global Procurement group is a highly visible, dynamic group within Pharmaceutical and interfaces regularly with senior leaders within Pharmaceutical. The individual in this role will support Global Procurement Leads and colleagues in arranging meetings, coordinating travel arrangements, create T&E reports and ensure timely submission of expenses, and will also have the opportunity to play an active role in broader Global Procurement initiatives.

Role Responsibilities
  • Demonstrate excellent organizational skills, including the ability to multi-task and prioritize work including managing complex calendars, scheduling high-level, time-sensitive meetings with senior stakeholders (incl. Executive Leadership Team), managing travel arrangements and completing expenses; completes quality work on a timely basis, using judgment to prioritize / triage most urgent issues and working to resolve them immediately.
  • Demonstrates expert collaboration and communication skills and works in a team environment to share knowledge, influence best-practices, and coordinate workflow. Works well with colleagues located across various sites, as well as with external contacts, to coordinate schedules and priorities.
  • Handle correspondence / documents of a confidential nature and where appropriate respond to, create, compose and/or edit written materials and/or e-mail responses.
  • Works well in self-directed environment, with minimal instruction needed, assumes increased levels of responsibility and takes accountability for decisions and outcomes.
  • Provides basic administrative support to visiting colleagues including, but not limited to, scheduling meetings, updating travel arrangements and providing other site specific assistance.
  • Expedite flow of work and initiates follow-up when necessary. Exercises sound judgment in
  • anticipating priorities and potential conflicts to ensure deadlines are met.
  • Completes other work and projects as assigned.

  • Bachelor's degree or equivalent experience preferred.
  • Candidate should have at least 5 years administrative experience that demonstrates an ability to carry out all office functions proficiently, including experience interfacing with senior management.
  • Demonstrated strong self-starter, independent, pro-active, and self-motivated
  • Previous experience that demonstrates ability to carry out administrative functions proficiently and to complete quality work on a timely basis
  • Demonstrate resourcefulness with proven ability to anticipate needs, prioritize responsibilities, manage multiple priorities with tight timelines, and take initiative
  • Ability to work well both in team environment as well as operate independently with minimal supervision
  • Possess excellent communication skills with an ability to respond with professionalism in verbal and written communications with all levels of the organization
  • Use good judgment while working with highly sensitive, confidential material and information
  • Independent, proactive and anticipate needs versus reactive
  • Must have the ability and professional demeanor to interface with senior management, international colleagues and important external stakeholders, and must be able to exhibit good judgment in handling confidential information
  • Excellent attention to detail
  • Excellent keyboarding and proofreading skills
  • Proficiency in MS Word, Excel, PowerPoint, and Outlook are essential

Role may be asked to occasionally support VP requests outside of normal business hours.
Position Comments visible to MSP and Supplier: High level executive admin assistant supporting at the VP level. Must have proven track record.