Administrative Assistant III

2 weeks ago

North Chicago, United States Collins Consulting Inc Full time
Under limited supervision, provides administrative, operations and systems support to the VP and Head of Clinical Development & Scientific Innovation and Skincare R&D Function and may support other staff on a limited basis. Oversees and coordinates the day-to-day activities of the Vice President department and serves as the principle point of administrative contact and liaison with internal and external stakeholders/business partners.
Ensures all administrative commitments and requirements are executed in a timely manner. Will have access to confidential information and will maintain the highest level of confidentiality and exercise these principles in interfacing with both internal and external stakeholders.

KEY DUTIES AND RESPONSIBILITIES:
Administrative support for VP, Clinical Development & Scientific Innovation and Skincare R&D: 70%
" Proactively maintains calendar and manages schedules, appointments, determining priorities; resolve scheduling conflicts as needed, and ensures efficient management and/or organization of meetings in collaboration with senior leadership administrators as needed.
" Manage and coordinate travel requirements and conference registrations; occasionally support travel and office arrangements for visiting employees.
" Prepare expense reports, expedites, and tracks processing of all department expense reports, check requests, and purchase requisitions.
" Manage and coordinate departmental onsite and offsite events and meetings, including facilities and catering support as well as meeting logistics (videoconferencing, meeting venue, etc.).
" Manage organizational charts and contact lists as needed.
" Prepare agendas, materials, and minutes for meetings as required. Compose and prepare routine correspondence; format/edit documents as needed.
" Makes recommendations to ensure the efficient handling of administrative matters and tracks special projects/initiatives to completion.
" Exercises a high degree of diplomacy, confidentiality, tact, and professionalism.

Administrative support for scheduling aesthetics team meetings and training; collaborate with meeting managers and with administrators to schedule meetings and resolve scheduling conflicts. Support document filing, meeting recordings and organizing as needed. Prepares administrative portion of slide decks for routine meetings. 20%

Handles administrative responsibilities for the Clinical Development & Scientific Innovation and Skincare R&D department. 10%
" Coordinate and schedule onboarding and/ or staff offboarding; works with managers, HR, space planning, and IT. Ensure proper set up/ removal of training in Compliance Wire.
" Coordinate department meetings, celebrations, and events.
" Coordinate, process, and track office supply orders for the department
" Serves as key gatekeeper for and inquiries from other external stakeholders; field and transfer calls to appropriate internal departments.

JOB QUALIFICATIONS (MINIMUM REQUIREMENTS):
The requirements described in this section are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Education and Experience
" High school degree; college graduate preferred.
" 10-12+ years of increasingly responsible administrative and secretarial experience
" Advanced knowledge of Microsoft Office, Excel, PowerPoint, and Outlook. Knowledge of SAP and Aero is beneficial.
Essential Skills, Experience, and Competencies
" Excellent communication and interpersonal skills with the ability to effectively interface with all levels within Allergan.
" Creative, flexible, well organized, resourceful, and proactive.
" Outstanding attention to detail
" Budget tracking and management experience
" Excellent judgement in handling confidential, legal, or sensitive information.
" Ability to work independently, anticipate needs, set priorities, and handle multiple tasks with a high level of efficiency and little or no supervision.
" Possess team spirit, can-do attitude, and entrepreneurial style.
" Open to business Travel 1-2 times/ year (?10%)

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