Support and manage the administrative activities for US Genetic Diseases Patient Services Lead and the US Internal Medicine Patient Services Lead.
Primary responsibility of this individual will be to leverage strong administrative support experience to help manage, facilitate and organize the daily activities of the team and also collaborate with internal and external partners. The successful candidate for this position will need to perform these tasks flawlessly and without direct supervision, think creatively, understand the team’s requirements and significantly contribute to overall team performance andeffectiveness.
Performs administrative duties, which may involve exposure to highly confidential information.
Manages the schedules of those supported, schedules meetings and makes travel arrangements for department members, visitors, partners and vendors as needed.
Maintain Compliance as it relates to policies. Ensure department related vendor and legal documentation is filed in compliance with legal.
Assist new employees with on-boarding and provide relevant company information as needed so they may begin work seamlessly. Proactively responds to team questions, concerns and requests for information and resolves routine questions and information requests.
Ability to answers questions and provides guidance to any member of the team regardless of the reporting structure.
Arrange on site and off site meetings, ensure registration, hotel and travel for various conferences are completed. Ensure department related activities are running timely. Coordinate internal, external and vendor related meetings. Accountable for meeting planning and organization, schedules attendees, books conference rooms, arranges catering and compiles meeting materials. Organize weekly and monthly team meetings and hold people accountable for action items. Prepares correspondence and agendas as needed.
Process expense reports for senior managers using the Concur Travel & Expense system. Assist with purchase orders and invoice reconciliation.
Register new vendors within the Lavante system.
Ensure that all contracts are submitted within the Axxerion system for Shire legal vetting/review.
Provides telephone support, assumes responsibility for copying, and developing and maintaining filing systems.
Serves as reciprocal back-up for other team Assistant and vice versa as needed.
Maintains up-to-date contact lists for department members.
Manage and process hardware and software requests and be the contact person for facilities when securing work spaces for new hires within the team.
Continuously assess team needs and be able to suggest effective solutions.
Education & Experience Requirements
High School Diploma / Bachelor Degree Preferred.
Generally has at least 5 years of related experience in a similar position.
Experience with supporting senior level management.
Key Skills and Competencies
Extensive working knowledge of MS Word, Excel, PowerPoint and MS Outlook.
Experience with expense reporting systems/software.
Experience with purchase orders and accounts management systems/software.
Requires strong attention to detail in composing materials, establishing priorities, scheduling meeting and arrange travel itineraries.
Must be able to work in a fast paced environment with demonstrated ability to simultaneously manage multiple competing tasks and demands.
Strong interpersonal skills; position continually requires demonstrated poise, tact and diplomacy. Must be able to handle confidential information and issues effectively and without breach of confidentiality.
Complexity and Problem Solving
Incumbent is responsible for prioritizing and scheduling workload.
Incumbent is able to identify invoices / purchase orders which appear incorrect.
Incumbent is expected to refer to a higher level those decisions which he or she does not feel able to make.
Lexington , United States