Administrative Assistant

3 weeks ago

Tucson, United States Planet Pharma Full time

CONTRACT: 12 months initial


MUST HAVES:

  • H.S. Diploma and 4+ years directly related administrative support experience
  • Must have working knowledge of gMail and other Google software (gSheets, gDocs, etc), Word, Excel, PowerPoint, Access and related office software programs.
  • Excellent detail and organizational skills


Job Overview:

Provides analytical and specialized administrative support to relieve executive, administrative, and line and staff managers of complex details and advanced administrative duties. May handle special projects and execute research and data analysis tasks. Analyzes problems, determines approach, compiles and analyzes data, and prepares reports/recommendations. May coordinate messages, appointments, information to callers, file maintenance, department office supplies and mail. Operates automated office equipment. Coordinates activities between departments and outside parties. Contacts company personnel at all organizational levels to gather information and prepare reports. Work is generally of a critical or confidential nature. Assignments may be found in various functional areas.


Responsibilities

  • Supports Instrument Development Chapter Lead and other assigned senior leaders with a variety of routine to advanced administrative and operational activities including but not limited to: scheduling and coordinating onsite/offsite meetings and/or large scale events; coordinating domestic and international travels and conference calls; channeling communication and /or materials; coordinating interview scheduling, office moves, office supply management and vendor relationships; coordinating the preparation of departmental budget including monitoring expenses against budget and researching and analyzing discrepancies; creating and submitting purchase orders and compiles expense reports.
  • Provides support on editing and formatting departmental documents such as memos, reports, presentations and legal documentation that may require data gathering from multiple components.
  • Streamline and reduces unnecessary administrative or operational burdens from managers and other team members.
  • Represents the department in a highly polished and professional manner
  • Serves as the department lead on new systems, processes and training compliance.
  • Serves as the departmental “go-to” person for general operational or administrative inquiries, requiring broad knowledge of processes, systems, practices, tools, etc.
  • Actively participates in internal company meetings with other administrative professionals, finds ways to apply new methods of working, improvements in work processes and supports an exchange of ideas among colleagues.
  • Stays abreast with emerging knowledge and trends in administrative practices and collaborates with colleagues beyond own department.
  • Provides back-up support to other teams as necessary, demonstrating flexibility, adaptability and positive demeanor in the face of change. Participate in administrative project initiatives within or outside department/functional area.
  • Works on assignments requiring considerable judgment and initiative while maintaining confidentiality
  • Understands implications of work and makes recommendations for solutions.
  • Acts as the Coordinator for entering training forms in Cornerstone.
  • Other duties as assigned by management.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the responsibilities.

Formal Training/Education

  • H.S. Diploma required

Experience

  • 4 years required
  • 6 years preferred
  • Experience in technical writing preferred

Knowledge, Skills and Abilities

  • Must have working knowledge of gMail and other Google software (gSheets, gDocs, etc), Word, Excel, PowerPoint, Access and related office software programs.
  • Excellent detail and organizational skills required.
  • Must have strong communication skills and have experience managing multiple tasks and assignments.
  • Must be able to exercise confidentiality.

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