Job Details

Job Description:

Responsibilities:

• Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Review and approve invoices, reports, memos, letters, financial statements, andother documents.
• Review and approve corporate documents, records, and reports.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Prepare agendas and make arrangements for committee, board and othermeetings.

• Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
• Expert ability to work independently and manage one's time.
• Perform diverse administrative duties for Client Biotech President, COO and the Global Head of Hematology-Oncology COE.
• This role necessitates a high level of contact and exposure to highly confidential information requiring considerable use of tact, diplomacy, discretion, and judgment.

• Schedule appointments as determined by priority.
• Prepare and compose correspondence and reports.
• Maintain all files including training records.
• Coordinate global travel schedules, arrange global meetings and teleconferences.
• Responsible for preparation and timely submission of expense reports as requested by management.
• Filter all telephone calls, mail and email; dispersing and handling as appropriate.
• Receive, photocopy, distribute, and file a variety of incoming and outgoing correspondence and reports.
• Taking and distributing internal meeting minutes.
• Coordinate business meetings involving internal or external clients or departmental meetings.
• Ensure that communications from the Executive's office to business unit heads are promptly and accurately dispatched.
• Support management in the recruiting process and new employee departmental set up and orientation.
• Produce and maintain process flow charts and organizational charts for the department.
• Submit staff expense reports in a timely manner.
• Maintain a database to track appropriate departmental information.
• Serve on projects as directed by management.
• Serve as an information source for executive, answering questions, making referrals as required, and conducting required research.
• Participate in the planning, coordination, and preparation of major business meetings, luncheons, and dinners involving both internal and external clients, departments and companies (including attendance at off-site study specific meetings as required).
• May act as team leader of assistants of the executive's management team, ensuring special projects are completed within required timeframes.
• Gather data, analyze and prepare reports including conclusions and recommendations for solutions.
• Undertake projects, research data and make special studies, requiring independent decisions and conclusions.
• Serve as liaison between others and the Line of Business executive, ensuring appropriate management awareness and involvement in the decision making process.
• Coordinate and plan facility needs (space, equipment, etc.).
• Develop and implement an efficient workflow and information tracking/retrieval system across all assigned projects and maintains/archives files and records.
• When a manager is on travel or out of office take the initiative to review, prioritize and make decisions as to what is routine and critical correspondence and email.
• Respond to routine items and forward urgent issues to appropriate individuals.
• Perform other duties as required.

• High School Diploma or equivalent required.
• 8 years' relevant experience; or equivalent combination of education, training and experience.
• Excellent computer skills (MS Office Suite, MS Word, MS PowerPoint, MS Teams, MS Outlook, and Internet).
• Excellent communication skills (written and verbal).
• bility to work both within a team environment and independently to prioritize tasks.
• bility to maintain demanding timelines.
• bility to work independently and manage time efficiently.
• bility to be self-directed, prioritize opportunities and perform multiple tasks.
• bility to establish and maintain effective working relationships with coworkers, managers and clients.