Senior Administrative Assistant

This Senior Administrative Assistant will support the Head, Patient Support Services (PSS), for the Non – Alliance Immunology, Neurology, Rheumatology and General Medicines Business Units and their respective teams. 

This individual will be responsible for all administrative needs including but not limited to managing calls, calendar and travel scheduling, expense reporting, document approval processing, documentation (including memo's, faxes, letters, emails and other communication), meeting planning, general clerical support and general projects which may be assigned. 

• Supports 2 Department heads.
• Oversee some of the department activities. Ensures the coordination and the circulation of information and provides support to the team members.

Main Responsibilities:

• Provides daily proactive administrative support
• Primarily responsible for calendar management, coordinating meetings, reserving conference rooms and making travel arrangements for Heads of PSS.
• Manages communications as requested, including calls, meeting planning, email messages, etc.
• Coordinates and executes the scheduling of PSS team building events and onsite/offsite meetings.
• Create agenda, arrange guest speakers and take notes for Weekly PSS Team Meeting
• Problem-solve PSS Team Members’ (home and remote) HR issues, IT issues and equipment issues as needed
• Create and maintain PSS Neurology and PSS Leadership Online Profile Books
• Foster and maintain positive working relationships with external partners as needed.
• Assist in scheduling/ coordination of quarterly QBRs as needed.
• Assist in onboarding/offboarding of new team members and scheduling/coordination of PSS interviews with talent acquisition partners as needed.
• Coordinate all offboarding activities including return of equipment, marketing materials and cars
• Coordinate and execute all PSS onsite and offsite national meetings
• Coordinate PSS meeting needs as necessary, maintaining hotel room roster and the shipment of meeting materials
• Exercises discretion when handling confidential material and information
• Responds to various inquiries for information according to general guidelines.
• Prepares grammatically correct correspondence, reports, tables, and analyses
• May generate and format basic presentations / slide decks
• Performs online expense reporting for 2 department Heads of PSS.
• Process and track invoices and establish Purchase Orders related to PSS activities.
• Provides clerical support including filing, faxing, copying, scanning, mailing, and some data entry.
• Oversees the creation, organization and maintenance of PSS Files including team rosters, org charts, Teams sites, etc.
• Ensures PSS team stays compliant with all required Business Unit and company training
• Obtains sequential approvals, requiring understanding and adherence to company SOPs
• Assists additional non-PSS team members with administrative duties as directed by Manager.
• Distribute team email announcements and birthday/anniversary messages as needed
• Collaborate with other PSS Admins to ensure efficiency across the enterprise and help organizes PSS Administrative Assistants’ Meetings

About you

Basic Qualifications:

• High School Diploma and minimum 2 years administrative experience
• Minimum 2 years of experience using computer technology including the Microsoft Suite of tools (Outlook, Excel, PowerPoint, Word and others)
• Must have advanced knowledge of or ability to quickly learn internal electronic systems to facilitate completion of tasks (eProcurement, Sharepoint, Concur, Coupa, etc.)
• Ability to work and adapt to fast paced / changing schedules and environment.

Preferred Qualifications:

• Associate’s degree and 5+ years of experience supporting senior-level business leaders in a pharma or biotech environment.
• Good sense of judgment
• Ability to prioritize effectively
• Ability to maintain confidentiality
• Proactively communicates timetables for completion of tasks
• Attention to detail
• Ability to navigate organization with minimal direction, in support of completing tasks
• Ability to multitask
• Flexibility to accommodate constantly changing environment
• Organized and committed, with consistent follow through 
• Strong initiative, tact, communication and interpersonal skills a must

All compensation will be determined commensurate with demonstrated experience. Employees may be eligible to participate in Company employee benefit programs, and additional benefits information can be found here.