Planet Pharma
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https://www.propharmagroup.com
https://www.propharmagroup.com
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Administrative Assistant
Posted: 04/22/2024
2024-04-22
2024-05-31
Employment Type:
Contract
Job Category: Administrative
Job Number: 604091
Is job remote?: No
Country: United States
Job Description
Target PR Range: 20-27/hr
*Depending on experience
Position Purpose:
Provide an overview of the responsibilities of the position by providing a summary of the most important aspects and duties of the position.
This position provides administrative and secretarial support to the Senior Directors of QCSR and their teams. In addition to standard secretarial support, the position provides support for calendar management, meeting readiness and all travel requirements. The role coordinates global QCSR meeting's as well as special project related meetings. Department budget and individual expense management is required. Assembles highly confidential and sensitive information. Deals with a diverse group of important external callers/visitors as well as internal contacts at all levels and locations of the organization.
Reporting Relationships: List other positions in the company that are reporting into this position or that this position reports into.
This role reports to: QCSR Directors
Positions reporting into this role: None
Main Responsibilities and Accountabilities: List the roles and responsibilities of the position (please limit the number of responsibilities to the primary ten.)
1Â Â Â Provide diversified administrative support for Quantitative Clinical Sciences & Reporting in management of global Clinical & TA Strategy group. Additionally directly supports KOP based Senior Directors and assists direct reports based outside of KOP as required.Â
2   Manage Senior Directors’ calendar and schedule appointments; ensure materials for meetings are available. Assist in tracking priorities and deliverables. Attend QCSR LT meetings. Plan agendas and take meeting notes.
3   Manage Senior Director’s local and global travel arrangements and itineraries, compile documents for travel related meetings and provide timely expense reporting and processing. Ensures travel requests, particularly international travel from all of CSD, are processed and signed.
4Â Â Â Plan and manage special projects and events as required such as Global QCSR meetings, project meetings, etc. including arranging facilities and caterers, invitations and travel (internal and external participants) and controlling the event budget. Support development of visual presentations as required.
5Â Â Â Support the development of monthly reports including collection and report running of department metrics. Initiate purchase requisitions, payment requests and other department forms as required. Create and maintain database spreadsheet files as needed.
6Â Â Â Prepare and submit expense reports for Senior Directors. Reconciles corporate credit card accounts. Assists in compiling department budgets and quarterly forecasting
7Â Â Â Distribute organizational announcements in a timely manner.
8Â Â Â Support the on-boarding of new KOP hires reporting to Senior Directors and collaborate with other department administrative assistants for on-boarding of all new KOP hires within Clinical R&D.
9Â Â Â Manage implementation of legal contracts/agreements-specifically generated by Senior Directors; obtain signatures from both parties and create file for future use.
10Â Â Â Interface on a global levels with other departments to represent QCSR n a highly professional manner utilizing a high level of confidentiality when needed. Organize and maintain confidential and time sensitive material and files.
11Â Â Â
Job Qualifications and Experience Requirements: Provide hiring requirements for the specified position, including educational, experiential, and competency requirements necessary for the position.
Education   High school graduate. Some college or secretarial school. AA / AS a plus.
Experience  Â
7 – 10 years of executive administration experience.
Competencies  Â
Must be PC literate with proficiency in Word, Excel, and PowerPoint.
Must be able to work with highly confidential and sensitive issues.
Must have demonstrated skills in the following areas: problem solving, interpersonal, oral and written communication, planning and organizing, quality control, adaptability and dependability.
*Depending on experience
Position Purpose:
Provide an overview of the responsibilities of the position by providing a summary of the most important aspects and duties of the position.
This position provides administrative and secretarial support to the Senior Directors of QCSR and their teams. In addition to standard secretarial support, the position provides support for calendar management, meeting readiness and all travel requirements. The role coordinates global QCSR meeting's as well as special project related meetings. Department budget and individual expense management is required. Assembles highly confidential and sensitive information. Deals with a diverse group of important external callers/visitors as well as internal contacts at all levels and locations of the organization.
Reporting Relationships: List other positions in the company that are reporting into this position or that this position reports into.
This role reports to: QCSR Directors
Positions reporting into this role: None
Main Responsibilities and Accountabilities: List the roles and responsibilities of the position (please limit the number of responsibilities to the primary ten.)
1Â Â Â Provide diversified administrative support for Quantitative Clinical Sciences & Reporting in management of global Clinical & TA Strategy group. Additionally directly supports KOP based Senior Directors and assists direct reports based outside of KOP as required.Â
2   Manage Senior Directors’ calendar and schedule appointments; ensure materials for meetings are available. Assist in tracking priorities and deliverables. Attend QCSR LT meetings. Plan agendas and take meeting notes.
3   Manage Senior Director’s local and global travel arrangements and itineraries, compile documents for travel related meetings and provide timely expense reporting and processing. Ensures travel requests, particularly international travel from all of CSD, are processed and signed.
4Â Â Â Plan and manage special projects and events as required such as Global QCSR meetings, project meetings, etc. including arranging facilities and caterers, invitations and travel (internal and external participants) and controlling the event budget. Support development of visual presentations as required.
5Â Â Â Support the development of monthly reports including collection and report running of department metrics. Initiate purchase requisitions, payment requests and other department forms as required. Create and maintain database spreadsheet files as needed.
6Â Â Â Prepare and submit expense reports for Senior Directors. Reconciles corporate credit card accounts. Assists in compiling department budgets and quarterly forecasting
7Â Â Â Distribute organizational announcements in a timely manner.
8Â Â Â Support the on-boarding of new KOP hires reporting to Senior Directors and collaborate with other department administrative assistants for on-boarding of all new KOP hires within Clinical R&D.
9Â Â Â Manage implementation of legal contracts/agreements-specifically generated by Senior Directors; obtain signatures from both parties and create file for future use.
10Â Â Â Interface on a global levels with other departments to represent QCSR n a highly professional manner utilizing a high level of confidentiality when needed. Organize and maintain confidential and time sensitive material and files.
11Â Â Â
Job Qualifications and Experience Requirements: Provide hiring requirements for the specified position, including educational, experiential, and competency requirements necessary for the position.
Education   High school graduate. Some college or secretarial school. AA / AS a plus.
Experience  Â
7 – 10 years of executive administration experience.
Competencies  Â
Must be PC literate with proficiency in Word, Excel, and PowerPoint.
Must be able to work with highly confidential and sensitive issues.
Must have demonstrated skills in the following areas: problem solving, interpersonal, oral and written communication, planning and organizing, quality control, adaptability and dependability.
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