Job Description

US - Executive Administration & Services Expert 4
Job Number: 20-10072
 
Be a part of a company that supports life-changing healthcare solutions. Eclaro is looking for a US - Executive Administration & Services Expert 4 for our client in Alpharetta, GA. 
 
Eclaro’s client is a leading manufacturer of lab materials, technology and service supporting the Life Science field. If you’re up to the challenge, then take a chance at this rewarding opportunity!
 
Position Overview:
  • This position provides administrative and business operations support to the Head of IT for North America, and Global Innovative Medicine Franchises and a team of direct reports. 
  • The candidate is expected to plan and execute on administrative needs, providing high quality support and professionalism.
  • Moreover a candidate is sought who is willing and able to take on a variety of special projects over the course of the year.
 
Responsibilities:
  • Manage and maintain team MS Teams and SharePoint content; Develop and maintain a confidential, centralized network filing system, for ease of use by appropriate parties.
  • Develop and maintain highly useful and efficient administrative systems, reports and formats: eg. distribution lists, event participation trackers, etc.
  • Track important documents for signature in a timely and efficient manner and deliver to appropriate party.
  • Track deadlines for the function in order to guarantee timely delivery of consolidated responses, projects, presentations, reports, etc.
  • Work closely with other functions to ensure the department has what is needed to operate at the highest level of efficiency (i.e., inter-faces with Facilities to manage space, IS for fully functioning and up to date technology and equipment, etc.)
  • Maintain budget including processing invoices, preparing purchase requisitions, and tracking to closure.
  • Manage logistical details in collaboration with internal function colleagues and external vendors, especially related to Procurement.
  • Administrate, track and troubleshoot SAP requisitions and approvals as required.
  • Draft and review communications such as Organizational Announcements, etc.
  • Maintain daily calendar and scheduling. Secondary support for key direct reports also required.
  • Apply superior critical thinking skills to screening of routine and highly confidential incoming mail, E-mail, telephone calls and messages.
  • Schedule and manage department-level meetings, create agendas, consolidate presentations, action items, send follow-up communications and deliverables as well as have an active voice in the meetings.
  • Schedule and ensure execution of recurring touch points with individual leadership and cross functional leadership teams on a regular basis.
  • Process expense reports for the department Head via Concur in a timely and compliant manner.
  • Coordinate travel arrangements both international and domestic with our travel agency.
  • Order office supplies and maintain and organize supply.
  • Manage, review and pre-approve time off requests and expense report reconciliations for department Head; send snapshot of request for final approval.
  • Maintain relationships, basic support and coordination with administrative colleagues in other functions.
  • Provide general support to the team beyond the Head and direct reports, when necessary.
  • Identify and advocate for process and efficiency improvement opportunities.
  • Special Projects will be assigned, which will necessitate:
  • Understand the scope and content of ongoing initiatives and programs that the team is involved in  in order to provide the proactive service, information for follow up, etc.
  • Basic project management planning and tracking.
  • Trying out/experimenting with new software and proving summary and feedback.
  • Drafting training explanations and proofreading content.
  • Tracking and reporting on issues, status and follow up related to a running project.
  • Updating project documentation (e.g. requirements, scope matrix, use cases, diagrams, test plans/results).
 
Qualifications:
  • College degree preferred
  • Excellent English proficiency
 
Required Skills:
  • Experience:
    • Superior Digital proficiency with Microsoft Office 365: Word, Excel, PowerPoint, Outlook, Sharepoint, MS Teams
    • Proficiency with basic Accounting, Budgeting and Finance concepts
    • Proficiency with basic Project Management concepts and execution
    • Experience with remote meeting management and willingness to participate regularly in video meetings
    • Proven experience and examples of developing and maintaining relationships across professional functions
  • Operating knowledge of SAP a plus
    • Personal Skills & Competencies:
    • Professional and pleasant demeanor
    • Excellent interpersonal, written and oral communications skills in a remote professional environment
    • Ability to translate information into succinct and impactful messages.
    • Commitment to Team success.
    • Ability to use and express critical thinking, independently set priorities and make appropriate decisions and recommendations.
    • Strong organizational skills: ability to multitask and to be flexible to work assignment
    • Strong attention to detail and follow-through
    • High degree of versatility with an ability to meet challenges consistently and confidently with energy and drive
    • Collaborative work style and familiarity with core operating function (sales, marketing, legal, procurement, etc.)
    • Results-orientation, urgency,personal commitment, high integrity and exceptional work ethic.
    • Ability to work remotely in a high functioning, fast-paced, global business environment.
    • Ability to continuously demonstrate company core values including transparency, courage and respect
    • Some flexible with work schedule in order to accommodate the varying volume of work and requests; Overtime must be pre-approved, and is generally not expected
 
If hired, you will enjoy the following Eclaro Benefits:
  • 401k Retirement Savings Plan administered by Merrill Lynch
  • Commuter Check Pretax Commuter Benefits
  • Eligibility to purchase Medical, Dental & Vision Insurance through Eclaro
 
If interested, you may contact:
Maria Castañeda
maria.castaneda@eclaro.com
6463571235
Maria Castañeda | LinkedIn
 

Equal Opportunity Employer: Eclaro values diversity and does not discriminate based on Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.
 

Application Instructions

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