Administrative Assistant - EXECUTIVE PERSONNEL SERVICES INC

As part of our client's administrative staff, you will provide end-to-end delivery of programs and projects. The role will require independent judgment and discretion and will often require the incumbent to create processes and identify improvement areas.

Responsibilities: 

- Provide administrative support to various Specialty & Primary Care VP, MDL’s.

-Efficiently handle calendar management and schedule meetings in various geographies and time zones. Capability to assist with meeting set-up details and technology (Teams, A/V, connectivity, projection, technical assistance, and catering)

-Assist with coordination of ad-hoc global administrative-related tasks, departmental events (e.g., Face to Face team meeting arrangement, data management & events)

-Coordinate travel for domestic and international i.e., flights; hotel; transportation; visa/passport and itineraries; scan expense receipts and send offshore, adhering to policies and guidelines. Update travel profile (Concur).

-CERPS – Vendor & Supplier payment – resolution for any T&E issues; chasing invoices; raising purchase orders; one-time vendor payments. Oder office supplies; equipment; business cards.

-Manage a high-volume workload proactively to a consistently high standard, by setting priorities, objectives, and target dates

-Onboarding of new employees – ordering and scheduling for new employees.

-Liaise with internal and external parties, national and international to arrange individual and group meetings. Work closely with global group admins.

-Produce and creates documents, presentations, spreadsheets.

-Regularly works with confidential information of major importance to GSK; high level of discretion and integrity required.

-Demonstrable experience in taking the initiative and acting independently without specific direction.

-Provide concierge support to teams (i.e., GSK systems; Workday; CERPS; Teams sites; Concur; Effort Tracking; etc.).

-Practice continued development by participating in educational opportunities and projects

-Accomplish organizational goals by accepting ownership for projects and tasks at hand while exploring opportunities to add value

-Work together with and contribute to Operations functions/meetings and team initiatives
-Manage Effort Tracking

Basic Qualifications:

-High School Diploma

-5+ years' Experience working as an Executive Assistant/Administrative or 5+ years as an admin/Assistant to a senior leadership team

-5+ years' Experience supporting multiple people at leadership and management levels.

Preferred Qualifications:

-Associates or bachelor’s degree

-High degree of accuracy and attention to detail required.

-Highly skilled in the use of GSK systems for expense reporting, travel management, internal meetings, contract preparation and management, conference registrations etc.

-Broad Knowledge of GSK organization.

-Demonstrated experience in making decisions and showing initiative.

-Problem solving skills

-Highly proficient computer skills, including expertise using Microsoft programs (Word, Excel, Power Point, Share Point, Effort Tracking) and web conferencing.

-Understands the needs of all relevant internal business clients and external contacts for stakeholders and can work with them in a professional, service-oriented way

-Team player with the ability to collaborate with various departments globally and gain the confidence and cooperation of peers

-Demonstrates flexibility to adjust to the ever-changing needs of the position, working with people at all levels, internal and external, with adaptability to working styles

-Practices strategic thinking and problem solving in high pressure situations using a high degree of initiative and foresight

-Shows a high degree of accountability and integrity when dealing with confidential matters

-Adopts a highly flexible approach to work and can manage competing priorities and diverse routines of stakeholders while remaining resilient and calm