Responsibilities
•Serves as a primary contact for one or multiple departments and coordinates ongoing processes for the team:
–Screens and acts on incoming phone calls and e-mails; provides service and handles complaints
–Maintains distribution and personnel lists
–Coordinates mailings and courier/deliveries
–Manages department operations: filing, develops databases, tracks budgets, ensures stationary orders, etc.
–Coordinates functional processes such as invoicing and payments or preparation and distribution of promotional material
–Manages the administrative aspects of relationships with outside vendors
–Participates in department project teams
–May provide training, guidance and orientation to new team members
•Ensures timely coordination of department members’ administrative needs:
–Manages calendars
–Coordinates local and international meetings; arranges travel, meeting arrangements, visitor accommodations
–Organises meeting rooms, including logistics, catering and equipment needs
–Prepares agendas, takes and completes committee meeting minutes; coordinates distribution and follows up on action items
–Independently responds to routine correspondence, determines best approach and presentation when preparing and formatting correspondence, memoranda, reports and presentations
Qualifications
The knowledge and skills necessary to perform the duties of this position are typically acquired through the following combination of education, experience and knowledge or the equivalent.
Minimum Requirements
•High School Diploma
•Minimum 3 to 5 years related experience in administrative support role
•Experience using MS Office tools
•Fluency in local language and English
Preferred Requirements
•Experience in similar or related disciplinary and/or international environment
•Basic knowledge of the function/business area supported such as safety, sales, customer service, etc.
•Familiarity with terminology of area supported such as Marketing, Medical, Clinical Research, Logistics etc.
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