Shire Senior Administrative Assistant - GMA MSS in Cambridge, Massachusetts
Provides senior administrative assistance to Head of GMA Medical Shared Services and other senior members of the GMA MSS team as required
Prepares, coordinates and drives meeting logistics for MSS (invites, rooms, catering, calendar, etc) interaction with Sr leaders in different geographies and meeting coordination.
Ensures that all appointments are timely and accurately scheduled, maintains Head GMA MSS Outlook calendar accurately, manages decision making on scheduling of appointments, manages and coordinates meetings utilizing meeting planning skills (including confirming attendees in advance.)
Provides travel, schedule and meeting coordination for Head GMA MSS
Anticipates and resolves administrative needs including last minute meeting requests, unforeseen calendar changes and international travel reservations, all taken care of with ease, autonomy, and proper follow through with the Head of GMA MSS and stakeholders
Performs complex administrative duties, involving contact with and exposure to highly confidential materials and information
Prepares routine and non-routine correspondence, memoranda, reports, spreadsheets and presentations. Interacts with company employees at all organizational levels to gather information
Provides general office support
Provides on-boarding and off-boarding support for new hires and leavers
Coordinates administrative activities with other assistants in GMA
Ensures appropriate levels of office supplies
Submits monthly expense reports, manage invoice and PO processes, including consultancy fees, vendors, etc.
Responsibilities Describe the essential daily job functions and include % of time spent on each. % of TimeJob Function and Description40Calendar Management, Meeting Support, Admin Assistance 20Financial, purchasing and contract support (SOW, POs, Accruals, etc)20Travel arrangements and Expense reporting 10On-boarding/off-boarding5Correspondence, memoranda, presentations 5Manage supply inventory and order supplies Education and Experience Requirements
A minimum of 7 years of office administration experience with prior experience supporting executives required; Previous experience working within a fast paced and changing environment is strongly preferred
Bachelor’s degree preferred
Proficiency with MS Office essential, familiarity with Shire systems and processes desirable.
Key Skills, Abilities, and Competencies
Demonstrated ability to maintain and work with highly sensitive and confidential information
Utilizes professional judgment when dealing and dispersing confidential information
Must be able to work in a fast paced environment with demonstrated ability to handle multiple competing tasks and demands
Must be able to interact and communicate professionally with individuals at all levels of the organization
Consistently demonstrates respect for people and relates to people in an open, professional, and encouraging manner
Uses influence skills effectively to partner with others
Takes accountability for results
Identifies and effectively communicates obstacles and proposes solutions
Excellent written and oral communication skills
Works independently, takes initiative and completes tasks to deadlines as required
Works effectively under pressure
Strong attention to detail
Strong working knowledge of MS Office especially Outlook, Power Point and Excel
Excellent planning and organizational skills
Complexity and Problem Solving
Ability to solve routine department problems with minimal direction
Ability to assess a problem quickly and determine to what level it should be elevated, directing staff to correct person(s)
Conveys a sense of urgency and drives issues to closure; persists despite obstacles and opposition
Internal and External Contacts
Internal contacts within R&D and cross functional within Shire
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Equal Employment Opportunity
Shire is an Equal Opportunity Employer committed to a diverse workforce. Shire will not discriminate against any worker or job applicant on the basis of race, color, religion, gender, national origin, ancestry, age, sexual orientation, marital or civil partnership status, pregnancy, gender reassignment, non-job related mental or physical disability, genetic information, veteran status, military service, application for military service, or membership in any other category protected under law.
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Shire is committed to working with and providing reasonable accommodation to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please call 484-595-8400 and let us know the nature of your request and your contact information.
Shire is the leading global biotechnology company focused on serving people with rare diseases and other highly specialized conditions. We strive to develop best-in-class products, many of which are available in more than 100 countries, across core therapeutic areas including Hematology, Immunology, Neuroscience, Ophthalmics, Lysosomal Storage Disorders, Gastrointestinal/Internal Medicine/Endocrine and Hereditary Angioedema; and a growing franchise in Oncology.
Our employees come to work every day with a shared mission: to develop and deliver breakthrough therapies for the hundreds of millions of people in the world affected by rare diseases and other high-need conditions, and who lack effective therapies to live their lives to the fullest.