Summarized Purpose:
Provides senior-level administrative support for a department or manager (associate director and above), effectively managing the day-to-day administrative functions including planning, organizing and scheduling. Essential Functions:Composes, copies and distributes correspondence and memoranda, reports, documents, forms and tables as requested
Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions
Produces information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics
Inventories, orders and distributes office supplies while anticipating needed supplies
Sorts and distributes incoming phone calls, emails, mail, and correspondence
Maintains calendar of executive and ensures he or she remains on schedule and properly prioritized throughout the day
Arranges global?travel schedule and reservations and prepares expense reports and ensures submission in a timely fashion
Coordinates details of onsite and offsite meetings and conferences including catering needs
Cooperates and coordinates with administrative assistants in other departments to handle temporary work overloads and fill in for temporary absences.
Job Qualification
Education and Experience: High school/secondary school graduate or professional certification Previous administrative experience (comparable to 2-6 years) Or, an equivalent combination of education, training and experience that provides the knowledge, skills and abilities to perform the job. Years of experience refers to typical years of related experience needed to gain the required knowledge, skills, and abilities necessary to perform the essential functions of the job. Years of experience are not to be used as the only determining factor in establishing the job class or making employment selection decisions. Knowledge, Skills and Abilities:Good knowledge of company operations, policies and procedures.
Strong Microsoft Office skills.
Strong communication, organizational and interpersonal skills.
Ability to identify and set priorities and effectively perform a variety of task simultaneously.
Ability to deal professionally with highly confidential information and matters.
Strong attention to detail and accuracy.
Positive attitude and ability to work effectively with others at all levels of the organization.
Experience using corporate travel and expense and timesheet software systems preferred
Working Environment: PPD values the health and wellbeing of our employees. We support and encourage individuals to create a healthy and balanced environment where they can thrive. Below is listed the working environment/requirements for this role: Able to communicate, receive, and understand information and ideas with diverse groups of people in a comprehensible and reasonable manner. Able to work upright and stationary for typical working hours. Ability to use and learn standard office equipment and technology with proficiency. Able to perform successfully under pressure while prioritizing and handling multiple projects or activities. May require travel. (Recruiter will provide more details.)
