Senior Administrative Coordinator

4 weeks ago

Raleigh, North Carolina, United States Merz Pharmaceuticals USA Full time

The Executive Assistant plays a key role in providing logistical support and office coordination to ensure the smooth operation of Merz Pharmaceuticals USA.

This includes assisting the Chief Marketing Officer with travel expenses, calendar administration, and other tasks in a fast-paced environment.

Responsibilities include:

  • Calendar Management: Provide sophisticated calendar management, prioritizing inquiries and requests while troubleshooting conflicts with little guidance.
  • Scheduling Meetings: Work in a professional and focused manner to schedule internal and external meetings, preparing for meetings including ordering lunch, booking conference rooms, and setting up projector or video conferencing units.
  • Meeting Preparation: Use Outlook, Word, Excel, and PowerPoint to produce materials for internal and external meetings and conferences.
  • Travel Arrangements: Facilitate complex national and international travel arrangements, meticulously catering to the unique requirements of the Chief Marketing Officer and travel companions.
  • Expenses: Accurately track expenses for the Chief Marketing Officer by managing credit cards and receipts, processing and submitting receipts accurately and on schedule.
  • Correspondence: Administer correspondence, manage incoming calls, and prioritize phone messages, emails, and mail, writing error-free, eloquent emails and letters for various events and announcements on behalf of the Chief Marketing Officer.
  • Note taking and distribution: Take notes and distribute meeting minutes, agendas, and meeting packages.
  • Support services: Provide comprehensive support services to the Chief Marketing Officer, ensuring a professional, responsive, and effective experience with the organization as a whole.
  • Confidentiality: Maintain confidentiality and use a high degree of discretion.
  • Team event planner: Organize and manage internal team events, including event planning, logistics coordination, invitation, managing vendors, execution of the event, and budget oversight.
  • Contracts and PO coordinator: Responsible for managing and overseeing the contractual and purchasing processes within the team.

Key skills include:

  • Administrative support expertise with computer proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SharePoint.
  • Extensive experience with coordinating international/domestic travel.
  • Decision Making Authority - within established guidelines, perform duties with minimal direction.
  • Provide systematic and dependable follow-up, as well as a high level of organization and preparedness.
  • Ability to work collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
  • Display excellent communication skills, including presentation, persuasion, and negotiation skills in working with guests, vendors, and team members.

Minimum qualifications include:

  • High School diploma.
  • Minimum of 7 to 10 years' experience with demonstrated Executive Assistant abilities.

Preferred qualifications include:

  • Associate or higher degree in business/communications field.
  • Knowledgeable in creation of forms and pamphlets.
  • Project Management experience.

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