Associate II, Administrative Services - Global Employee Health (Onsite - Rahway, NJ)

Job Description

Our company is a global health care leader with a diversified portfolio of prescription medicines, vaccines and animal health products. The difference between potential and achievement lies in the spark that fuels innovation and inventiveness; this is the space where our company has codified its legacy for over a century. Our company's success is backed by ethical integrity, forward momentum, and an inspiring mission to achieve new milestones in global healthcare.
 

Our company's Global Employee Health (GEH) is seeking an Administrative Associate II to join the Rahway clinic. GEH clinics provide occupational and preventive health services to keep employees healthy and productive. As the face of the department, this reception position is the initial point of contact for all phone calls and visitors to the department requiring excellent communication and interpersonal skills. Reporting to the Director, the Administrative Associate II will support all members of the GEH department including the Executive Director. Responsibilities include greeting patients, answering and directing high volume phone calls, scheduling appointments on multiple calendars and administrative tasks i.e. managing supplies, expense reports and record keeping. Candidate should possess strong organizational skills and ability to multi-task.

• Conducting general and confidential secretarial/clerical/administrative duties.

• Scheduling international and domestic travel, including complex multi-leg trips. Acquiring visa and other travel documentation as required.

• Communicating at a level to effectively interact with company executives and external clients.

• Maintaining demanding calendars to prioritize conflicting meetings. Works with Lead Associates and other company executives in scheduling urgent meetings.

• Supporting virtual meetings (including routine global staff meetings in multiple time zones) using the latest technologies for WebEx, teleconferences, video conferences and webcasts; ensuring seamless execution of logistics.

• Coordinating interviews for internal and external candidates, working with external search firms, arranging travel and onboarding meetings for new hires and connecting them with company systems and processes (IT, Comet, etc.).

• Completing various work assignments that requires analytical ability, independent judgment, creativity and problem solving skills.

• Developing and organizing departmental files, including the support and use of Team Sites.

• Initiating new purchase orders, processing invoices and maintaining accurate record keeping.

Education Minimum Requirement:

• High School Diploma or equivalent

* This role will be onsite at our Rahway location 5 days per week*

Required Experience and Skills:

• Minimum 5 years administrative assistant experience.

• Minimum 3 years administrative assistant experience supporting senior or executive level management position or relevant applicable experience.

• Excellent written and verbal communication skills.

• …