Admin-Clerical - Administrative Assistant

Position SummaryAs an Executive Assistant, Vaccines Research and Development, you will be responsible for day-to-day administrative and business support to assigned managers and colleagues, helping our staff focus on advancing *** Vaccines R&D portfolio. This role requires interfacing with multiple stakeholders at all levels of research and development organizations internally and at times externally. You will partner with other administrative staff members in a team-oriented approach including providing backup coverage as appropriate.Must be able to perform duties with a high level of professionalism and minimal supervision. Must have the ability to prioritize and work independently yet be a team player. Handles multiple demands and priorities simultaneously. Must be willing to learn new capabilities. Possess excellent computer skills and high level of proficiency in various computer systems.Position ResponsibilitiesMaintains calendars; makes travel arrangements, schedules routine meetings, and completes expense reports for senior leadersOrganizes meetings and visits (agenda, reservations, logistics), ensuring appropriate collection, generation, compilation and distribution of meeting materialsOrders office supplies and arranges procurement of other departmental requirements. May manage relationships with vendors or service providersCreates, edits, and formats written material such as presentations, spreadsheets, and documentsDevelops and provides training on ***’s administrative procedures and processesCompetent in the use of business technologies required for the efficient conduct of meetings, including scheduling and running of teleconferences, videoconferences and face to face meetingsSkilled in more advanced Business Technology tools and tasks such as developing and customizing Microsoft Office templates, maintaining departmental intranet sites, managing site communications and events, generating, analyzing and reporting survey money dataAssists manager with coordinating interviews and logistics as neededManages logistical onboarding and off boarding for onsite and regional staff including contractors (e.g., systems and equipment)Maintains departmental online storage folders and distribution listsActively administrates all assigned projects, implementing innovative alternatives to ensure achievement of desired outcomes. Provides advice and guidance to other administrative staff. Generates reports and analyses as requiredInteracts with line/zone colleagues in a constructive, professional way to process requests and deliver a wide level of service. Builds a good working relationship with colleagues at all levels in all departments/lines. Represents VRD in cross functional teams as requiredResponsible for independent work output and managing workload allocation and prioritization for VRD administrative pool. Takes personal responsibility for quality of work that impacts supervisor/department/line. Is aware of / can anticipate consequences of own actionsIndependently identifies problems or issues and implements remedial actionsOther responsibilities/projects based on group needsTechnical Skills RequirementsAssociates or Bachelor’s Degree preferredScheduleHybrid schedule: 3 days onsite at *** Pearl RiverMonday - Friday - first shift