Sr. Associate, Administrative Services, Animal Health - Hybrid

Senior Administrative Assistant

We are seeking a talented and motivated Senior Administrative Assistant to support the Animal Health Global Public Policy and Government Relations Leadership Team, reporting to the Associate Vice President Animal Health Policy. This is an ideal position for an executive assistant who works well under pressure with high visibility, is a self-starter, is passionate about delivering strategic value and wants to work in a dynamic, fast-moving, collaborative environment. This position requires initiative, high attention to detail and the ability to learn quickly with a demonstrated ability and willingness to continuously acquire new competencies. It also requires good judgement, confidentiality, strong work ethics, a high degree of accountability, excellent organizational and computer skills, and cross-functional teamwork.

Location / commute :

This role is based at our headquarters site in Rahway (NJ, USA). We offer a hybrid setup {combination of an in-office (3 days) & remote / offsite (2 days) with the need to be flexible due to schedule of the AVP. This position cannot be 100% remote.

Primary Responsibilities in Support of AVP Animal Health

Manage executive's calendar and conserve executive's time by using discretion in setting up and accepting appointments gather pre-reads and background information when appropriate, and handling document creation, revisions and proofreading. Organize and coordinate meetings and teleconferences. Handle and route critical communications from key external and internal stakeholders. Assist in agenda creation and provide meeting minutes when requested. Gather and organize meeting materials in advance. Reserve conference rooms and coordinate with appropriate departments for room-setups, audio-visual needs, security, catering, etc. Responsible for managing action items and track progress from team meetings or events. Handle logistics and assist with planning team meetings, off-site and special purpose meetings and events globally. Receive external visitors and ensure they are properly always escorted. Handle incoming requests and proactively take care of any routine matters and other requests that can be dealt with by the executive assistant.

Responsibilities for Animal Health Leadership Team

Schedule and coordinate complex domestic and international travel; create detailed itineraries and adjust in real time as necessary Prepare expense reports in Concur, purchase orders and payment requests in Comet or Aribaensuring compliance with company guidelines Work directly with third party vendors and consultants in a professional and timely manner to resolve payment issues. Manage third party vendor and consultant agreements, addendums, Statements of Work, working with Legal and Compliance, to ensure up to date agreements and ensure compliance with company guidelines. Assist with providing approval for resources, accounts, travel, invoices and escalate to management as needed. Partner and collaborate with other executive assistants within the Animal Health business and Corporate Affairs departments on a regular basis. Help administer departmental SharePoint, MS Teams sites channels to grant permissions, create, organize and maintain files. Assist with other responsibilities and special projects as needed.

Education Minimum Requirements

High School Diploma or Equivalent

Required Experience and Skills

Minimum 8 years administrative experience (or similar role) with at least 3 years supporting executive-level leaders. Ability to work under pressure with little or no supervision to handle multiple tasks, as well as demonstrate accuracy and attention to detail. Ability to handle sensitive data with discretion and confidentiality. Organized and able to prioritize and coordinate multiple work activities with demonstrated ability to meet deadlines. Excellent communication skills with the ability to effectively interact with individuals across multiple functions and at all levels of the business and with external stakeholders. Forward-thinker, who actively seeks opportunities and proposes solutions. Proficiency in using MS Office Suite (Outlook, Word, Excel, PowerPoint, OneNote, Teams). Proficiency with SAP, Workday, Ariba or related software programs preferred. Ability to learn new technology and digital tools to perform work efficiently.

Preferred Skills

Language proficiency, i.e. French, Spanish, Dutch or other language capabilities. Experience working in the political, government, NGO, or trade association areas. Travel required as needed.