Shire Sr. Administrative Assistant in Zug, Switzerland
The incumbent is responsible for providing executive-level administrative support the VP and/or other member of the Regulatory Affairs group based in Switzerland. Work is generally of a critical or confidential nature. Responsibilities include but are not limited to travel arrangements, expense reports and meeting support. The work includes significant time on Processes Accounts Payable invoices and budget tracking. It also includes analytical and specialized administrative support to relieve and assist staff of complex details and advanced administrative duties. May handle special projects and execute research and data analysis tasks. Collects and prepares information for use in discussions/presentations. Coordinates activities between departments and outside parties. Contacts and works with company personnel at all organizational levels to schedule meetings, gather information and prepare reports. Manages special projects and executes research and data analysis tasks as requested
Manage Processes Accounts Payable invoices (including consultancy fees and vendors) and all aspects of expense reporting.
Create and maintain budget trackers and provide support for monthly follow up
Responsible for supplier contract archive and invoices tracking
Completes expense reports using the provided electronic system
Develops, maintains, and communicates team function processes and procedures
Demonstrates ability to draft basic correspondence / documents and proofs work to ascertain communication is clear in tone and error free
Manages and maintains departments electronic mailing lists
Maintains up-to-date contact lists for department members organizational charts and department content on Shire’s intranet site
Is in charge of collecting information for regulatory pulse and GRSR and submit to notification list in due time
Participate to the request of CPP and ensure availability as requested
Performs administrative duties, which may involve contact and exposure to highly confidential materials and information.
Manages the staff schedules; schedules meetings (on and offsite) and makes travel arrangements for supported staff, visitors, partners and vendors as necessary.
Creates and prepares correspondence, spreadsheet reports and presentations.
Ensures that all appointments are timely and accurately scheduled, maintains Outlook calendar accurately, manages decision making on scheduling of appointments, manages and coordinates meetings utilizing meeting planning skills (including confirming attendees in advance.)
Attends department meetings, takes notes and distributes notes.
Provides phone support; assumes responsibility for copying, faxing, and developing and maintaining filing systems.
Accountable for meeting planning and organization (schedule attendees, book conference rooms, arrange catering, prepare presentations, compile notebooks, meeting materials, handouts, etc).
Proactively responds to questions, concerns and requests for information and resolves routine questions and information requests.
Proactively responds to questions, concerns and requests for information and resolves routine questions and information requests
Provides back-up for other Administrative Assistants and Executive Assistants as required
A High School diploma or GED is required but a Bachelor’s degree is preferable.
A minimum of 10 years of administrative support experience with prior experience supporting executives required .
Experience with managing scheduling and travel for at least 5 individuals is required; experience with international travel and supporting non-US based individuals is desirable.
Proficiency with Supplier Management System, Concur, Wecycle and Microsoft Office Suite is required, especially Outlook, Word and PowerPoint.
Proficiency in written and spoken English required.
Spoken German skills is a plus
Extensive knowledge and successful experience with expense reporting and accounts payable systems/software.
Ability to liaise with Finance BP to ensure appropriate invoice tracking.
Extensive working knowledge of MS Word, Excel & PowerPoint.
Advanced knowledge of MS Outlook is essential.
Experience with MS Project a plus
Strong interpersonal skills; position continually requires demonstrated poise, tact and diplomacy.
Must be able to interact and communicate effectively with individuals at all levels of the organization.
Requires strong attention to detail in composing and proofing materials, establishing priorities, scheduling & meeting deadlines and arrange travel itineraries
Must be able to work in a fast paced environment with demonstrated ability to simultaneously manage multiple competing tasks and demands.
Must be able to handle confidential information and issues effectively and without breach of confidentiality
Notice to Employment / Recruitment Agents:
Employment / Recruitment agents may only submit candidates for vacancies only if they have written authorization to do so from Shire’s Talent Acquisition department. Any agency candidate submission may only be submitted to positions opened to the agency through the specific Agency Portal. Shire will only pay a fee for candidates submitted or presented where there is a fully executed contract in place between the Employment / Recruitment agents and Shire and only if the candidate is submitted via the Agency Portal. Candidates submitted or presented by Employment / Recruitment Agents without a fully executed contract or submitted through this site shall not be deemed to form part of any Engagement for which the Agency may claim remuneration.
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.