Administrative Assistant

08 Mar 2018
29 Mar 2018
Justin Pankinas
Job Type
Admin Assistant
This role will be responsible for supporting the Vaccines Integrated Product Team (IPT) to provide a comprehensive administrative service in support of the Vaccine IPT Leadership team ensuring that all issues are dealt with in a timely and effective manner. Acts as the first contact of the department, to internal and external customers and deals with queries in a timely and friendly manner.

Support the management of the IPT GMP documentation, and in supporting the Compliance Documentation functions in various administrative duties. Ensure that objectives are effectively achieved, consistent with the company requirements to ensure compliance, safety and reliable supply to our customers.

This requires compliance excellence to deliver all components of Good Documentation Practices, supported by a flexible, collaborative, multi-skilled teamwork environment.

Key Responsibilities:
The Business Associate is accountable for the smooth execution of all assigned business and documentation processes within the Vaccine IPT.

He/she will contribute to the high-performance culture within the Vaccine IPT by providing a flexible, accurate service to enable the IPT to achieve MMD four key priorities.

The Business Associate is an active member of the cross functional IPT Team, providing support, guidance and expertise to ensure the success of the Vaccine IPT.

Primary activities/responsibilities:
*Perform administrative support tasks
*Schedule executive appointments and meetings
*Calendar & organisation chart maintenance
*Prepare expense reports
*Prepare and edit executive presentations
*Arrange travel and organize events internally and externally
*Handle Visa applications and documents for stakeholders and guests
*Support the whole team for any administrative/company related requests
*Working with the internal financial system (SAP/AS400) - offer requests, purchase orders creation, invoice handling
*Organisation of meetings (from 1:1 up to meetings for 100 people), booking rooms, materials preparation.
*Updating of procedural documents
*Issuance of documents to the Operations Department
*Maintains high housekeeping standards in the office area (including 5S).
*Maintains the notice boards and the display area in the department.
*Any other duties assigned by your lead.
*Coordinating communications

Key Experience:
*Typically requires a minimum of 3 + years' experience as Administrative Assistant
*Ability to communicate in English, both verbally and in writing
*Advanced computer skills (Excel, Power Point, MS Word, etc.) and operation of other peripheral devices
*AS400 experience processing: Expense Reports; Purchase Orders and Payment Requests; Vendor Add Forms, as well as the capability to run reports within AS400
*Experience of scheduling complex travel arrangements including multi-leg domestic and international travel
*Advanced secretarial/clerical abilities with a history of high performance
*A strong performer in current and past positions
*Ability to handle and prioritize a large number of simultaneous assignments
*Experience with event planning and coordination
*Outstanding communication and people skills
*Open to feedback & learning
*Good presentation skills.
*Highly disciplined and organized
*Ability to organise & coach less experienced colleagues in the group
*Ability to work as part of a team and foster collaboration
*Good communication skills

*Leaving Certificate or equivalent minimum

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