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Sr. Executive Assistant
4 months ago
Would you like to join an international team working to improve the future of healthcare? Do you want to enhance the lives of millions of people? Grifols is a global healthcare company that since 1909 has been working to improve the health and well-being of people around the world. We are leaders in plasma-derived medicines and transfusion medicine and develop, produce and market innovative medicines, solutions and services in more than 110 countries and regions.
Summary:
Provides a wide variety of highly advanced professional assistance and coordination for the Biopharma Commercial executive office in order to provide continuity among global, corporate, division, and local work teams. Duties include project management, arranging tours/visits for the site, organizing events, creating correspondence and presentation material, receipt and distribution of information, record keeping, and managing other issues in support of the RTP site goals and deadlines. Works under minimal supervision with latitude for the use of initiative and independent judgment.
Primary Responsibilities for role:
* Generate orders for RTP Senior Executive Team as required, track order deliveries, and follow up with vendors as necessary.
* Manage Executive schedules and appointments handling confidential information with discretion
* Liaising with internal staff and external partners. Provide excellent customer service to internal client groups, i.e., company employees. Perform problem solving and when necessary provide troubleshooting of equipment for direct leaders.
* Maintain relationship with office supply company and other vendors - will be responsible for ordering all office supplies.
* Files, faxes, copies and provides administrative support as needed. Creates, maintains, prints, and distributes reports in support of materials management groups. Conducts research and compiles data as needed.
* Schedule meetings as requested, setup and reserve conference room as necessary.
* Responsible for general organization of the Executive Leader's business matters. Partners with leaders or project managers to maintain support documentation and assist in communications/updates. Make all files/work documents easily accessible to VP Biopharma Project Planning and Operations.
* Maintain Copy machinery, including ensuring all trays are full of paper at the beginning of the work day. Report problems and request service when the copy machine needs maintenance on same day. Perform basic copy machine maintenance such as changing colors, etc. Ensure the Recycling Service is called when recycling bin requires emptying.
* Coordinates travel arrangements and accommodations. Manages Concur submissions.
* Provide assistance with telephone calls, answer office phones when Biopharma President is unavailable and take messages when needed. In addition, periodically review Biopharma phone list for accuracy and/or updates that need to be made.
Knowledge, Skills & Experience:
* Strong administrative and organizational skills - including proficiency in MS Office, particularly Word, Excel, and PowerPoint.
* SAP experience highly desired.
* Highly motivated, self-starter who can work independently and also work in a team-oriented environment.
* Ability to manage multiple projects simultaneously, resolve problems, meet deadlines, and handle a fast pace critical work environment.
* Excellent customer service skills.
* Proactive, results oriented, with a strong attention to detail.
* Capable of using good judgement and efficiently utilize and seek out resources.
* Excellent verbal and written communication.
* Must be able to read, write, and speak English.
* Bilingual in Spanish is highly preferred.
Education:
Minimum of Associates degree or Bachelor's degree in Business Administration
Experience:
Minimum 5-8 years experience in an administrative role supporting executive leadership, preferably in the pharmaceutical or bioscience field.
Equivalency:
Depending on the area of assignment, directly related experience or a combination of directly related education and experience and/or competencies may be considered in place of the stated requiremetns. Example: If a job level typically requires an Associate's degree plus 2 years of experience, an equivalent could include 4 years of experience or a Bachelor's degree.
Occupational Demands:
Manual dexterity to perform clerical type functions such as typing, using a mouse, copying, faxing, etc. Ability to work at a computer and view video display terminal less than 18" away from face for extended periods - up to four (4) hours at a time. Ability to read and review documents for extended periods - up to four (4) hours at a time. Ability to sit for extended periods - up to four (4) hours at a time.
Third Party Agency and Recruiter Notice:
Agencies that present a candidate to Grifols must have an active, nonexpired, Grifols Agency Master Services Agreement with the Grifols Talent Acquisition Department. Additionally, agencies may only submit candidates to positions that they have been engaged to work on by a Grifols Recruiter. All resumes must be sent to a Grifols Recruiter under these terms or they will be considered a Grifols candidate.
Grifols provides equal employment opportunities to applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability or any other characteristic or status protected by law. We will consider for employment all qualified Applicants in a manner consistent with the requirements of applicable state and local laws.
Location: NORTH AMERICA : USA : NC-RTP || NORTH AMERICA : USA : NC-Durham || NORTH AMERICA : USA : NC-Raleigh:USNC0001 - RTP NC-Headquarters
