Administrative Assistant (Pharma/IT)
Location:
Bridgewater, NJ
Description:
Provide administrative support to a Management Committee Member and senior mgmt. within the IT Organization.In supporting the VP role, the individual will be expected to coordinate the activities of the VP with the overall organization which include:Communication: Answer phones, handle calls professionally, so that colleagues and customers feel valued, and have a very positive image of the organization. Ensure timely, accurate response to all inquiries.Record all messages and voicemails received for VP's office and email messages to VP.Coordinate of proper and regular communication with members of senior management.Travel: Make travel arrangements aligned with needs and desires of VP. Arrangements are accurate, cost effective and any related details are attended to. Be available to research issues for VP while on travel and make appropriate modifications in a timely manner. E-mail to personal and business e-mail and/or call revised details to VP. Prepare hour-to-hour, day-to-day itinerary for VP when he is on travel with relevant, bios, contact info, etc. Schedule travel (hotels, car service) for IT Leadership Team as required. Call and confirm appointments the day before. Scheduling:Maintain VPs calendar and schedule including scheduling all appointments, meetings, events, media interactions, etc. (both business and personal as required). Keeps in mind VPs needs as well as strategic perspective when establishing schedules. Coordinate with the Management Committee member assistants on meeting schedules and meeting facilitation. Schedule and organize regular meetings with entire IT Leadership Team. Record meetings and ensure proper follow-up from relevant analysts. Ensure that regular one-on-one meetings are occurring with individual members of the IT Leadership Team. Organizing:Handle all filing so that the files are accurate and logical and details can be retrieved quickly and easily.Help keep VP organized including ensuring he can find easily and quickly the things he needs in his office and making sure, he has all the materials needed when traveling or attending meetings. Stay on top of things to ensure they do not fall through the cracks.Organize and coordinate routine management reporting from all areas of the department, ensuring that info is delivered in a timely manner.Accountabilities:All materials going out from the VPs office are accurate, professional, and timely and reflect positively on the VP and the organization.Actions taken ensure that the VP can function efficiently and effectively in performing his role for the organization.Anticipates VPs needs and provides answers, solutions, and options to ensure those needs are met.Responds to changes with an appropriate sense of urgency and professionalism.Anyone who interacts with the VPs office (e.g. Board Members, Staff, and Other Stakeholders) should feel confident in the answers or next steps provided and that his or her needs are met.Communications are highly professional and there is a confidence that the highest level of confidentiality is maintained at all times.EXPERIENCE: 7+ years experience as supporting executives in an IT department is required.Computer Skills:This individual will be required to prepare various materials in a highly professional manner. This includes proposals, presentations, etc. in PowerPoint, Word and Excel, etc. from rough notes, edits, ensuring accuracy and relevant creative integrity in line with company image and needs.Organize project work assigned to analysts and ensure that assignment progress meetings are scheduled.Organize and supply relevant internal and external research materials to VP.Perform other tasks as needed and appropriate to support the success of the VP and company.Advanced Excel Skills Must be able to create formulas that color code IT project priorities. Must be proficient in the use of Technology.Skills/Competencies:The successful candidate will demonstrate full competency and proficiency in the following areas:Self-Starting and Proactive: Anticipates, initiates and sustains momentum to get the job done using intuition and without external stimulation. Takes the actions necessary to do the job, do it well, and do it on time on own initiative based on an intuitive understanding of what is needed. Resiliency: Effectively deals with ambiguity. Quickly recovers from adversity, obstacles, or changes in plans or direction and processes events from a business and practical perspective. Quality driven and detail oriented: Produces accurate work that looks great. Pays attention to details but does not get so bogged down in details that does not get results in a timely manner. Able to determine the level of accuracy required in each situation while still ensuring timely execution. Communication: Verbally fluent and easy to understand speaks clearly. Listens and actively and accurately hears and intuits what the speaker intends. Writes clearly and concisely in a manner that is appropriate for the intended audience and that facilitates action. Flexibility: Readily modifies, responds to, and integrates change with minimal personal resistance, responding appropriately to the culture and demands of the environment. Time and Self-Management: Prioritizes and completes tasks in order to deliver desired outcomes within allotted time frames using practical, common sense and with minimal supervision. Personal Accountability: Answerable for and takes personal responsibility for own actions. Exercises good, practical, common sense judgment, as appropriate for the culture and situation. Collaborative Teamwork: Works effectively with others and cooperates with others to meet team and organization objectives. Planning and Organizing: Organizes work, files, etc. and implements own systems, processes or procedures that efficiently and effectively achieve objectives for the position. Results Orientation: Identifies and takes actions necessary to complete tasks and obtain results in a timely manner in an extremely fast paced and ever changing environment. Continuous Learning: Takes personal responsibility and actions to learn and implement what is necessary to successfully perform the job. Learns processes, retains, and applies vast amounts of details. Interpersonal Skills: Interacts with others effectively and appropriately whether by phone, e-mail or in person. EDUCATION: Bachelors Degree is preferred not required.OTHER REQUIREMENTS: Must be authorized to work in the USMust be able to commute to Central NJ WORK SHIFT:Mon - Fri : 8:30 am - 5 pmPlease contact (click to respond) for more info.Listing originally posted at http://www.jobvertise.com/job?jobid=9876040&referer=oodle
Posted:
October 30 2012 on Oodle
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Debbie W. Let me know if you have any questions. – Debbie W.
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More About this Listing: Administrative Assistant (Pharma/IT)
Administrative Assistant (Pharma/IT) is a Clerical Administrative Assistant, Administrative Specialist Job located in Bridgewater NJ. Find other listings like Administrative Assistant (Pharma/IT) by searching Oodle for Clerical Administrative Assistant, Administrative Specialist Jobs.
Administrative Assistant (Pharma/IT) is a Clerical Administrative Assistant, Administrative Specialist Job located in Bridgewater NJ. Find other listings like Administrative Assistant (Pharma/IT) by searching Oodle for Clerical Administrative Assistant, Administrative Specialist Jobs.