Administrative Assistant

6 months ago

Stanley, United Kingdom MSD Full time

As an administrative assistant you will co-report directly to the Global Marketing and Commercial Services AVP and Executive Director and provide support to those organizations in a variety of functions, on operational processes, in many different work-streams.

**Main Responsibilities & Primary Activities**:

- Support departmental leaders with daily operations in collaboration with department leaders, and perform tasks such as managing calendars, generating correspondence, maintaining collaboration, departmental files, planning and coordinating annual corporate meetings, scheduling facilities, travel planning and expense management.
- Support the team by managing the meetings & congresses organized by our company or by 3rd Parties. Ensure all internal process is made accurately and on time, with all the necessary compliance requirements.
- Manage vendors by creating new ones or updating information details.
- Expense management and financial business support - You will be responsible to ensure adequate support to financial planning and tracking on all local activities, within allocated budget and compliance regulations. Promote and influence towards an accurate budget monitoring, in line with forecasts.
- Issue purchase orders and do payments requests regarding our contracted services. Manage invoice accounting, close purchase orders and work directly with suppliers ensuring good communication between both parties.
- Issue contracts and ensure the internal compliance process associated to each contract.
- Manage the process related to grants and donations by preparing all the internal process to be approved by the committee ensuring all the compliance requirements.
- Monitoring all credit card payments and submit those expenses within the deadlines to avoid delinquency fees.
- Provide confidential executive administrative support by handling a variety of requests, including business and HR related correspondence. Discretion and professionalism are a must.
- Assist departmental leaders with project operations, updates, communications and administration
- Lead special projects on behalf of departmental leaders
- Serve as liaison with staff and departmental leaders in support of project updates, proposals, and planning
- Organize meetings; responsible to support meeting arrangements and logistics by scheduling conference rooms, order AV equipment, catering services, travels & accommodations or even set-up a virtual congress by working with several suppliers to ensure a high-quality meeting service.
- Manage multiple collaborations across calendars, scheduling team meetings and preparing pre and post meeting materials.

**Qualifications and Skills**:

- High School Diploma required, College degree preferred;
- Advanced computer skills such as MS Outlook, Word, Excel, Power Point, Teams.
- SAP experience processing Expense Reports, Purchase Orders, Payment Requests;
- Ability to handle and prioritize simultaneous assignments;
- Event Planning/Coordination experience;
- Extraordinary attention to details;
- Outstanding communication and people skills;
- Budget/Finance Management experience;
- High degree of professionalism and sound judgement;

**Search Firm Representatives Please Read Carefully**

**Employee Status**:
Regular

**Relocation**:
**VISA Sponsorship**:
**Travel Requirements**:
**Flexible Work Arrangements**:
Remote

**Shift**:
**Valid Driving License**:
**Hazardous Material(s)**:
**Requisition ID**:R287722

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