| Job Number: | 21580870 | | Company Name: | Daiichi Sankyo | | Job Location: | Chicago , IL US | | Job Category: | Clerical & Administrative | |
| | Updated: 11/4/2009 |
Sr. Administrative Assistant
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This position performs various clerical, administrative support and general office duties for individuals and/or departments, involving computer processing of information and data using the MS office suite, creation of record keeping system and file maintenance, mail distribution, telephone reception and meeting and travel arrangements. You will respond to or route requests for information both within and outside the department. You will also compile and report information in prescribed formats. You may process expense reports and invoices to accounts payable. Coordinates calendars and facilitates meeting scheduling for the department. You will collaborate with reception staff on arrivals of visitors and vendors, and proper call processing for the department. Lastly, you will recommend changes in processes to improve efficiency.
The responsibilities of this position are:
o Gather, compile and report on information relevant to supervisor's assignment.
o Compose and process correspondences, reports and presentations using Microsoft Office suite applications. Reviews drafts of finished documents for appropriate grammatical usage.
o Use discretion answering telephone calls to managers in a courteous, professional business manner. First line contact to internal and external customers and manager’s staff, answering questions related to company, current department projects, office operations and established policies and procedures, and makes proper referrals. Follows up to resolve open questions or issues.
o Opens and distributes mail. Prepares outgoing mail and overnight packages. May set up and maintain electronic mailing lists.
o Utilizes independent judgment in managing manager’s complex day-to-day business calendar.
o Organizes and plans department meetings, conferences and events. Coordinates purchases with vendors and may negotiate prices.
o Manages domestic and more complex international travel, car service and hotel arrangements for manager(s). Responsible for verifying and reconciling in preparation for submission. Maintains file of expenses and related documents.
o Codes and processes invoices for payment. Prepares monthly expense reports for supported manager. Reviews/audits all DM Expense Reports and communicates any required changes to the DM. Assists manager in tracking and budget through Intranet-based tracking system. Researches discrepancies and monitors for over and under spending.
o May maintain department standard operating procedures (SOPs) and operating guidelines (OGs), ensuring proper versions control and distribution.
o Coordinates and completes significant special projects independently or in cooperation with other
o Coordinates all logistical travel and lodging for guests of the regional. Maintains interview schedule and communicates information to both RD and DM.
o Responsible for projects requiring general research, consolidation and dissemination of multiple pieces of information.
o Provides guidance, training and direction, as needed, to other administrative employees. May participate by interviewing and/or providing input into the selection process of administrative employees.
Job Requirements:
o H.S. Degree or equivalent, and 5+ years of related experience. A.A. Degree or Business School Degree preferred, and 3-4 years of related experience.
o Knowledge generally acquired with greater than 5 years of administrative support experience of increasing variety, complexity and demonstration of work leadership.
o Strong organizational skills, effective project management skills and detail oriented work style.
o Excellent time management, customer service; oral and written communication skills.
o Strong understanding and use of technical and business vocabulary
o Able to manage multiple tasks and handle extremely confidential matters.
o Ability to interact with staff - particularly senior level management and senior external clients, vendors and industry professionals.
o Uses various PC software packages to produce high quality reports, presentations, or other documents.
o Works with relevant software and is able to navigate Internet and Intranet, and use technology equipment appropriately, remaining current with upgrades. Proficient use of internal business applications.
o Proficient in “intermediate” and knowledge of “advanced” functions of MS Word, Excel and PowerPoint, and other relevant software.
o Works
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