Administrative Assistant
Vor 5 Tagen
Are you interested in making a real scientific impact through your everyday work? Would you enjoy working in a team-focused environment as you explore unique career opportunities?
If you are looking for a company where you can personally advance healthcare and make a difference in peoples’ lives with your bold ideas and unique point of view, consider working at Labcorp Drug Development as an **Administrative Assistant** for our site in Geneva.
In this role, you will provide administrative support to the leadership team while acting as an interface with the various stakeholders of the management. You will organize and coordinate executive outreach and external relations efforts; and oversee special projects.
We are looking for someone creative who enjoys working within a matrixed environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
**Your responsibilities as an Administrative Executive Assistant include**:
- Ability to work independently on projects, from conception to completion, and ability to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
- Responsibility of managing the apprentice(s). This includes collaborating with partners in vocational training and leading the interview and selection process, onboarding, engaging in regular one-to-ones, and supporting the final evaluation of the apprentice(s).
- Ensuring the delivery of site communication via mail with regards to management communication, making sure all the information is updated in the building, responding to mails sent to the admin mailboxes.
- Performing Office Management tasks, including managing office supplies, coordinating the distribution of internal and external mail, providing administrative support to internal visitors.
- Coordinating and managing travel arrangements for the leadership team, including but not exhaustive to creating a guest travel profile, booking travels, accommodation and transport, rescheduling. Coordinating all the administrative aspects for obtaining visas and create expense reports.
- Creating and following-up on Purchase orders for site and/or departmental office supplies, matching invoice to the purchase order, ensuring payment of the invoice to the vendor.
- Coordinating the site and departmental meetings, which includes booking conference rooms and organizing the room set-up, coordinating catering, preparing agenda and presentations, manage the meeting invites and dial in numbers, prepare the room in advancing and capturing action log or meeting minutes.
- Managing all tasks related to internal/external visitors: communicating visit details, preparing introduction presentation and welcoming visitors, booking accommodation/transport or parking space, providing wi-fi and access to the building.
- Based on other departmental needs, giving extra support: e.g. calendar management, outlook distribution list management, user access permission for SharePoint, etc.
**Thrive personally and professionally at Labcorp Drug Development**:
Working at Labcorp Drug Development, you’ll continue to grow in our learning-based culture so you’ll know how to expertly respond and adapt as the industry continues to evolve. Here, you’ll put your education to work as you play a meaningful role in advancing healthcare and making a difference in people’s life.
In addition, Labcorp Drug Development offers great benefits, global experience and the opportunity to work independently within a team-oriented environment.
**What we’re looking for**:
- Bachelor degree or equivalent required
- 1-2 years of work experience as an Administrative Assistant
- Experience and interest in life science industry is seen as advantage
- Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint), SharePoint and Webex
- Expert level written and verbal communication skills in English and French
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very strong interpersonal skills, emotional maturity and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Highly resourceful team-player, with the ability to also be extremely effective independently
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
- Forward looking thinker,
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