Administrative Associate, VMRD, Global Animal Science and Welfare

Zoetis-posted 3 months ago

Full-time

Kalamazoo, MI

5,001-10,000 employees

Chemical Manufacturing

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Zoetis Veterinary Medicine Research and Development (VMRD), Global Animal Science and Welfare (GASW) in Kalamazoo, MI is seeking a talented, experienced individual to provide administrative, and systems support at the Administrative Associate level. Zoetis is a global animal health company dedicated to supporting customers and their businesses. Building on 60 years of experience, we deliver quality medicines, biopharmaceuticals, and vaccines, complemented by diagnostic products and genetic tests and supported by a range of services. We are working every day to better understand and address the real-world challenges faced by those who raise and care for animals in ways they find truly relevant. Zoetis discovers, develops, and manufactures a diverse portfolio of animal health medicines, biopharmaceuticals, and vaccines designed to meet the real-world needs of veterinarians and the livestock farmers and companion animal owners they support.

Schedule internal meetings and coordinate meeting resources, including booking rooms and setting up online or video conferencing details.
Manage calendars, travel bookings, and expense reports for senior leaders.
Arrange travel accommodations for visiting colleagues from other company sites, consultants, seminar speakers, and other invited guests using corporate booking tools.
Coordinate guest office accommodations and facility provisions for site visitors.
Create PowerPoint presentations, meeting minutes, and technical reports as needed.
Use electronic document management systems to format, edit, and manage documents, including version control, reviews, and signatures.
Provide support to senior management, directors, and teams within VMRD departments.
Prepare and track purchase orders, process invoices, and maintain departmental systems.
Maintain and optimize document management systems, including SharePoint sites.
Adhere to internal standard operating procedures (SOPs) and regulatory requirements when completing assigned tasks.
Provide administrative support for onboarding and offboarding of employees, contractors, and interns, following established process checklists.
Assist with interview coordination and logistics for candidates.
Offer troubleshooting assistance and training to new hires and current staff.
Provide back-up coverage for other administrative personnel during absences.
Plan and coordinate special on-site and off-site meetings and events, including booking facilities, arranging A/V services, ordering supplies, coordinating catering, and scheduling group tours or evening activities.
Chair or co-chair VMRD-sponsored events and initiatives.
Champion continuous improvement efforts across VMRD.

High school diploma or equivalent.
2+ years of administrative experience, including executive support responsibilities.
Expert-level knowledge of Microsoft Outlook, Excel, Word and PowerPoint (version 2010 or higher).

BS degree or equivalent experience preferred.
Capacity to learn new digital systems including learning management and document management systems.
Ability to effectively plan and complete work in accordance with stated deadlines.
Excellent written and verbal communication skills.
Effective time management skills.
Attention to detail to produce high quality work.
Open to new ideas and ability to improve upon current processes.
Adaptable to new work processes and new systems/technology.

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Administrative Associate, VMRD, Global Animal Science and Welfare

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