Sr Administrative Assistant
About The Position
Changing lives. Building Careers. Joining us is a chance to do important work that creates change and shapes the future of healthcare. Thinking differently is what we do best. To us, change equals opportunity. Every day, our colleagues are challenging what’s possible and making headway to innovate new treatment pathways to advance patient outcomes and set new standards of care. This position will support the VP of Marketing, the Marketing Team and the VP of R&D, performing administrative tasks to help facilitate effectiveness and efficiency of the marketing organization. KEY RESPONSIBILITIES To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Provide administrative support to VP of Global Marketing, Marketing team and VP of R&D. Open and manage Purchase Orders (POs) through Oracle, including adding and managing new vendors, and processing invoices. Support shipping out materials, especially for large meetings such as the National Sales Meeting and other regional meetings Help maintain on-site marketing and sales training collateral Coordinate and arrange meetings (ie, weekly pre-PMAP meetings, bi-weekly Marketing Check-Ins), set agendas when appropriate, reserve and prepare facilities for presentations and meetings including arranging breakfast or lunch when appropriate. Assist maintaining organized Teams meeting folders and channels Support tracking and report outs for Marketing Assets and other departmental KPIs For the two VPs: Assist with calendar management Coordination of travel arrangement (including air, rail, car and hotel) Process expenses reimbursements using Concur Prepare and maintain Organizational Charts for the leadership team. Complete registrations for professional meetings, seminars and workshops Assist communication of updated corporate and departmental policies (e.g. new, revised, obsolete) Maintain and order all supplies for daily use for department Responsible for New Employee Set-up and onboarding Assist with other administrative tasks as assigned REQUIRED SKILLS & MINIMUM QUALIFICATIONS Education High school education, college degree preferred. Experience Minimum of 5 years of administrative experience, executive level preferred. Skills & Competencies Proficiency with Microsoft Office programs as well as other general office equipment. Strong communication and interpersonal skills Ability to manage multiple priorities in a fast-paced environment. Tools And Equipment Used General office equipment: Computers, printers, copiers, fax machines, telephone systems, video conferencing tools. Software and systems: ERP systems (eg, Oracle, SAP, Agile), CRM platforms, project management software (e.g., MS Planner), QMS platforms. PHYSICAL REQUIREMENTS Ability to sit, stand, walk, bend, and lift for extended periods. Manual dexterity to operate tools, equipment, or computers. May require lifting or moving equipment or materials (e.g., up to 25 kg). Visual acuity for detailed inspection or computer work. The physical requirements listed below represent the motor and physical abilities necessary to successfully perform the essential duties of this position. In accordance with the Americans with Disabilities Act (ADA), reasonable accommodations may be made to enable individuals with disabilities to perform these duties. While performing the responsibilities of this role, the employee is expected to: Sit, listen, speak, and move throughout various areas of the building. ADVERSE WORKING CONDITIONS There are no adverse working conditions associated with this position. DISCLAIMER The responsibilities and duties outlined above are intended to illustrate the general nature and level of work performed by individuals assigned to this position. They do not represent an exhaustive list of all tasks that may be required. Additional duties may be assigned as appropriate to meet business needs. This job description does not constitute a contract of employment and is subject to change at the discretion of the employer, based on evolving organizational requirements and role expectations.
Requirements
- High school education, college degree preferred.
- Minimum of 5 years of administrative experience, executive level preferred.
- Proficiency with Microsoft Office programs as well as other general office equipment.
- Strong communication and interpersonal skills
- Ability to manage multiple priorities in a fast-paced environment.
Responsibilities
- Provide administrative support to VP of Global Marketing, Marketing team and VP of R&D.
- Open and manage Purchase Orders (POs) through Oracle, including adding and managing new vendors, and processing invoices.
- Support shipping out materials, especially for large meetings such as the National Sales Meeting and other regional meetings
- Help maintain on-site marketing and sales training collateral
- Coordinate and arrange meetings (ie, weekly pre-PMAP meetings, bi-weekly Marketing Check-Ins), set agendas when appropriate, reserve and prepare facilities for presentations and meetings including arranging breakfast or lunch when appropriate.
- Assist maintaining organized Teams meeting folders and channels
- Support tracking and report outs for Marketing Assets and other departmental KPIs
- For the two VPs: Assist with calendar management
- Coordination of travel arrangement (including air, rail, car and hotel)
- Process expenses reimbursements using Concur
- Prepare and maintain Organizational Charts for the leadership team.
- Complete registrations for professional meetings, seminars and workshops
- Assist communication of updated corporate and departmental policies (e.g. new, revised, obsolete)
- Maintain and order all supplies for daily use for department
- Responsible for New Employee Set-up and onboarding
- Assist with other administrative tasks as assigned
Benefits
- Subject to the terms of their respective plans, employees and/or eligible dependents are eligible to participate in the following Company sponsored employee benefit programs: medical, dental, vision, life insurance, short- and long-term disability, business accident insurance, and group legal insurance, and savings plan (401(k)).
- Subject to the terms of their respective policies and date of hire, Employees are eligible for the following https://jobs.integralife.com/total-rewards/
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
