Provides administrative support to the Marketing business supporting Head of Marketing Epkinly,
two Directors, and back-up for the VP's assistant. Responsible for all administrative functions of the department: calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating, or modifying business documents, preparing presentations from source materials, handling Teams, Zoom and Telepresence setups, acting as a liaison for remote access issues and work collaboratively with other admins in the department.
Core Responsibilities Include: • Provides general administrative support. May provide back up support to higher-level management
as needed. • Effectively monitors manager and team calendars, proactively solves conflicts • Responsible for compliance with applicable Corporate and Divisional Policies and procedures.
Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate
Branding Guidelines, and Copy Center procedures (if applicable). • Interacts with high-level executives and handles confidential or business-sensitive information. • May include some support for tracking budget expenditures. • Coordinates and maintains departmental files, as assigned, in compliance with corporate and
government regulations. • Uses and understands Microsoft Office Suite, and other business-specific software, including the
Corporate Travel Web site • Coordinates new employee office set-ups and onboarding. • May train/coordinate work for new administrative assistants. • Operates with general instruction and some supervision • Safeguard's Client confidential information
Leadership and Interpersonal Skills: • Fully understand assigned tasks and any associated expectations • Ask for clarification as needed • Understand the deadlines and deliverables • Communicate any obstacles that prevent completion of any deadline • Provide status updates prior to any deadline • Be a good listener • Demonstrate strong Problem-Solving Skills • Be Accountable and Responsible for actions/mistakes • Challenges the team to always do better • Develops an understanding of business partner needs, offers collaboration, and follows through on
commitments • Prioritizes own work, balancing multiple requests for assistance. Establishes good working
relationships with client areas; builds rapport and trust with others • Some project management • Meeting planning; some tradeshow or exhibit coordination desirable
Technical Skills, Knowledge and Training: • Be competent and fully knowledgeable about common processes and applications such as: • Outlook: Calendaring, Emails • Microsoft Office: Word, PowerPoint, Excel • SharePoint, Microsoft Teams • Telepresence including Teams and Zoom • Ordering and maintaining Office Supplies • Support catering requests • Space planning and moves • Onboarding including equipment (computer, phone, docking station, etc.) • Event planning for appropriate staff and team meetings including SOWs, POs, MSAs, ACRs, P-
Card use • New productivity technologies as released (i.e., Teams) • Travel Tool- Concur-Travel & Expense • Conference Room Reservation Site • Utilize Client Internal Training & Resources. Training outside of Client will be at the managers discretion.
Requirements • Some college preferred. • Some leadership or supervisory experience desired • Experience working in pharmaceutical company or CRO strongly preferred. • 5+ years previous admin experience supporting executives • Must have Intermediate to advance knowledge of Microsoft Office Suite, Concur, SharePoint, Visio
or OrgPlus, and understanding of business processes and requirements • "Make it happen" spirit & attitude as well as persistence. • Learns fast, grasps the essence; and can change course quickly where needed • What is a nice to have (but not required) regarding skills, requirements, experience,