Job Summary:
Provide administrative/secretarial support to the executive team (Aveva/DifGen). This role is responsible for being the first contact source of the company by greeting and directing all people who visit the organization at the front desk, and by answering all incoming telephone calls.
Job Responsibilities:
- Carries out responsibilities in accordance with the organization’s policies, procedures, and state, federal and local laws.
- Answers telephone calls in a professional and timely manner; takes messages as needed and routes all incoming calls promptly
- Forward calls to the appropriate designation or department
- Follow procedures for all guests, including but not limited to printing and distributing name badges and guest stickers
- Provides answers to general questions from public and/or customers.
- Make daily coffee for the site and small batches as needed for executive guests.
- Maintain the daily supply of snacks and supplies for executive guests.
- Professionally greets, signs in and directs visitors to appropriate person/department.
- Professionally meet and greet inspectors, receive their credentials, and contact the relevant site personnel.
- Performs general filing functions.
- Support with HR initiatives and engagement activities on site
- Maintain an accurate schedule of all meeting rooms at your designated location
- Support with food deliveries for meetings and audit functions
- Maintain an accurate log of all administrative supplies
- Process and distribute incoming and outgoing mail, including FedEx, etc and maintaining a logbook of receipts.
- Process food orders for visitors; may be required to pick up
- Works as a member of a team to achieve all outcomes;
- Operates in accordance with our Code of Conduct and Business Ethics, and all established regulatory, compliance and safety requirements;
- All other relevant duties as assigned.
Job Requirements:
- High school diploma or GED
Knowledge, Skills and Abilities:
- Standard office practices and procedures.
- Pertinent Federal and State laws related to areas of assignment.
- Knowledge of computer software applications in area of assignment (Microsoft Office Suite of products such as Word, Excel, PowerPoint, Outlook, etc.)
- Business English usage, spelling, grammar, and punctuation.
- Current Company policies, practices, and procedures including safety rules and regulations.
- Interpreting and closely following oral and written instructions and procedures.
- Working independently with little supervision and direction.
- Operating basic office equipment and mail machines.
- Shipping regulations per USPS, UPS, FedEx, DHL, etc.
- Responding to inquiries from management, team members, and regulatory agencies.
- Establishing and maintaining cooperative working relationships with others.
- Requires proficient personal computer skills including electronic mail, scheduling, excel spreadsheets and power point presentation software (Microsoft Office Suite).
- Must have strong written and verbal communication skills.
- Solid interpersonal skills. Ability to plan, manage and multitask to meet changing deadlines.
- Must be detail oriented and work with a high degree of accuracy. Knowledge of clerical and administrative procedures and systems such as filing and record keeping. Highly organized and flexible.
Experience
- Two (2) years of administrative support experience; preferably in a pharmaceutical industry environment or Human Resources.
