Executive Administrative Assistant - Iconma
Columbus, OH
About the Job
Executive Administrative Assistant
Location: Columbus, OH
Duration: 23-24 months
Description:
Job Summary:
Job Duties:
List the significant/essential duties, tasks or responsibilities which employees in this position are required to perform.
- Performs administrative and incidental administrative functions such as preparing correspondence, answering telephones, maintaining files and supplies, keeping appointment calendar, compiling and preparing regular and special reports, and other tasks as necessary.
- Schedules and coordinates meetings; initiates and follows up on all hotel and travel arrangements; prepares itineraries.
- Handles all confidential correspondence and inter-company communications.
- Facilitates general inter-departmental communications and interfacing.
- May provide training and orientation to new staff.
- Support all Company initiatives as identified by management and in support of Quality Management Systems (QMS), Environmental Management Systems (EMS), and other regulatory requirements.
- Complies with U.S. Food and Drug Administration (FDA) regulations, other regulatory requirements, Company policies, operating procedures, processes, and task assignments. Maintains positive and cooperative communications and collaboration with all levels of employees, customers, contractors, and vendors.
- Performs other related duties and responsibilities, on occasion, as assigned.
Job Functions:
- Provide administrative and communications support to Center Director and other Heads of Department. (Calendar/Meeting Management)
- Develop internal and/or external communication materials (emails, newsletters, videos, slide decks, internet/intranet pages, reports) for various audiences.
- Provide communication consultation to internal departments, including vetting communication materials.
- Organize meetings and events at center level (including liaising with vendors), as well as represent the center in organizing cross-divisional events.
- Organize and handle visits to R&D center by internal and external visitors with confidence
- Interact effectively with internal and external audience, including coordination across departments and various R&D sites, maintaining good relations at all times.
Core Job Responsibilities:
- Conduct R&D center administrative support in a standardized and efficient manner. (Ordering and Organizing Supply/Printer Rooms)
- Write meeting minutes, develop templates, consolidate information to provide administrative support to the R&D Center leadership team
- Develop communications (e-mails, newsletters, video, slide decks, etc.) on various R&D initiatives to various audiences.
- Assist Center Director with communications to internal and external audience, including designing surveys, analyzing results and preparing reports.
- Assist Center Director with meeting and travel arrangements ensuring minimum disruption to work schedule.
- Co-ordinate preparations for R&D visitors ie. travel arrangements, R&D center tours and refreshments etc.
- Vet communication materials of R&D team members to ensure language accuracy and to maximize impact
- Organize and coordinate center meetings, events and functions (such as Monthly All Employee Meetings) as requested by the Center Director.
- Performs various assignments independently that require thorough knowledge of communication techniques, methods, and processes.
- Exercises sound judgment when communicating with internal and/or external audience.
- Undertake tasks and projects assigned by the Site Director, in timely manner.
Competency:
- Excellent proficiency in IT skills (MS office, especially Word, Excel, Powerpoint, Outlook, OneNote)
- Excellent Communication skills, including expert proficiency in English, both written and oral.
- Highly organized with strong influencing and negotiation skills
- Able to react quickly and adapt effectively to changing circumstances
- Able to understand and synthesize complex information and translate them using simple diagrams
- Ability to communicate clearly with employees at all levels.
- Ability to work effectively with cross-functional as well as center-wide teams
- Work independently under limited supervision
As an equal opportunity employer, ICONMA prides itself on creating an employment
environment that supports and encourages the abilities of all persons regardless of race,
color, gender, age, sexual orientation, citizenship, or disability.
Location: Columbus, OH
Duration: 23-24 months
Description:
Job Summary:
- Briefly state the main purpose and scope of the job. Working under general supervision, provides primary administrative and incidental administrative support to an executive of the Division and direct reporting departments. Completes special assignments and projects as required.
Job Duties:
List the significant/essential duties, tasks or responsibilities which employees in this position are required to perform.
- Performs administrative and incidental administrative functions such as preparing correspondence, answering telephones, maintaining files and supplies, keeping appointment calendar, compiling and preparing regular and special reports, and other tasks as necessary.
- Schedules and coordinates meetings; initiates and follows up on all hotel and travel arrangements; prepares itineraries.
- Handles all confidential correspondence and inter-company communications.
- Facilitates general inter-departmental communications and interfacing.
- May provide training and orientation to new staff.
- Support all Company initiatives as identified by management and in support of Quality Management Systems (QMS), Environmental Management Systems (EMS), and other regulatory requirements.
- Complies with U.S. Food and Drug Administration (FDA) regulations, other regulatory requirements, Company policies, operating procedures, processes, and task assignments. Maintains positive and cooperative communications and collaboration with all levels of employees, customers, contractors, and vendors.
- Performs other related duties and responsibilities, on occasion, as assigned.
Job Functions:
- Provide administrative and communications support to Center Director and other Heads of Department. (Calendar/Meeting Management)
- Develop internal and/or external communication materials (emails, newsletters, videos, slide decks, internet/intranet pages, reports) for various audiences.
- Provide communication consultation to internal departments, including vetting communication materials.
- Organize meetings and events at center level (including liaising with vendors), as well as represent the center in organizing cross-divisional events.
- Organize and handle visits to R&D center by internal and external visitors with confidence
- Interact effectively with internal and external audience, including coordination across departments and various R&D sites, maintaining good relations at all times.
Core Job Responsibilities:
- Conduct R&D center administrative support in a standardized and efficient manner. (Ordering and Organizing Supply/Printer Rooms)
- Write meeting minutes, develop templates, consolidate information to provide administrative support to the R&D Center leadership team
- Develop communications (e-mails, newsletters, video, slide decks, etc.) on various R&D initiatives to various audiences.
- Assist Center Director with communications to internal and external audience, including designing surveys, analyzing results and preparing reports.
- Assist Center Director with meeting and travel arrangements ensuring minimum disruption to work schedule.
- Co-ordinate preparations for R&D visitors ie. travel arrangements, R&D center tours and refreshments etc.
- Vet communication materials of R&D team members to ensure language accuracy and to maximize impact
- Organize and coordinate center meetings, events and functions (such as Monthly All Employee Meetings) as requested by the Center Director.
- Performs various assignments independently that require thorough knowledge of communication techniques, methods, and processes.
- Exercises sound judgment when communicating with internal and/or external audience.
- Undertake tasks and projects assigned by the Site Director, in timely manner.
Competency:
- Excellent proficiency in IT skills (MS office, especially Word, Excel, Powerpoint, Outlook, OneNote)
- Excellent Communication skills, including expert proficiency in English, both written and oral.
- Highly organized with strong influencing and negotiation skills
- Able to react quickly and adapt effectively to changing circumstances
- Able to understand and synthesize complex information and translate them using simple diagrams
- Ability to communicate clearly with employees at all levels.
- Ability to work effectively with cross-functional as well as center-wide teams
- Work independently under limited supervision
As an equal opportunity employer, ICONMA prides itself on creating an employment
environment that supports and encourages the abilities of all persons regardless of race,
color, gender, age, sexual orientation, citizenship, or disability.
Source : Iconma