Lead Admin Assistant
Lead Admin Assistant
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1 Vacancy
Job Description
Job Description
Join our Companys Global Public Policy (GPP) team where we work with governments and international organizations to improve access to our medicines and vaccines enhance immunization systems and support innovative healthcare solutions.
Position: Lead Associate Global Public Policy
As a Lead Associate you will provide administrative support to our Vice President an Associate Vice President and an Executive Director within the Global Public Policy organization. In addition the Lead Associate will help mentor a team of administrative assistants across the GPP organization. We are looking for an experienced and organized individual who can anticipate needs and help keep operations running smoothly. In this role youll play an important part in managing schedules coordinating travel and handling administrative duties.
Key Responsibilities:
Time Management & Scheduling:
o Manage the Vice Presidents AVPs and Executive Directors calendars.
o Assess meeting requests based on importance & urgency and work with the executives to prioritize their scheduling.
o Help collect materials & agendas for meetings to ensure our leaders are prepared and informed for meetings.
Travel Coordination:
o Organize international travel arrangements including itineraries transport accommodations and visas to help ensure smooth travel experiences.
o Stay attentive to any changes in travel plans keeping calendars & itineraries uptodate providing support as needed.
Administrative Duties:
o Prepare & manage expense reports purchase orders and other necessary documentation.
o Perform general administrative tasks such as notetaking data entry & document management.
o Help maintain current organizational charts & team contact lists.
o Collaborate with the Chief of Staff to organize the annual inperson meetings of the GPP Leadership Team.
o Contribute to special projects as they arise.
Team Coordination & Mentorship:
o Provide guidance and support to the administrative team fostering collaboration and efficiency.
Ideal Candidate:
o Were looking for a proactive individual who enjoys working in a collaborative fastpaced environment who can demonstrate strong communication skills & the ability to anticipate the needs of the team.
o Attention to detail & ability to juggle multiple tasks will help us achieve our goals smoothly.
o An interest in current events and global issues is beneficial as it will help you understand the context of our work.
Qualifications:
Education:
Required: High School Diploma.
Preferred: Further education or relevant certifications (e.g. CertifiedAdministrative Professional Project Management Certification).
Experience & Skills:
Required:
At least 10 years of administrative experience.
At least 5 years supporting senior leadership roles.
Proficient with MS Office Suite (Outlook Word Excel PowerPoint) and other internal systems.
Experience with scheduling travel arrangements and processing travel documentation.
Experience processing Visa/Passport Applications
SAP experience processing including but not limited to Expense Reports Payment Requests.
Knowledge of expense tracking and procurement processes.
Strong attention to detail and excellent communication skill.
Ability to handle and prioritize multiple tasks & assignments.
Preferred
Familiarity with the expectations of highlevel offices such as CEOs or government officials.
Proactive with problemsolving mindset.
Event planning experience is a plus
#MSJR
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U.S. Hybrid Work Model
Effective September 5 2023 employees in officebased positions in the U.S. will be working a Hybrid work consisting of three total days onsite per week Monday Thursday although the specific days may vary by site or organization with Friday designated as a remoteworking day unless business critical tasks require an onsite Hybrid work model does not apply to and daily inperson attendance is required for fieldbased positions; facilitybased manufacturingbased or researchbased positions where the work to be performed is located at a Company site; positions covered by a collectivebargaining agreement (unless the agreement provides for hybrid work); or any other position for which the Company has determined the job requirements cannot be reasonably met working remotely. Please note this Hybrid work model guidance also does not apply to roles that have been designated as remote.
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Employee Status:
RegularRelocation:
No relocationVISA Sponsorship:
NoTravel Requirements:
10%Flexible Work Arrangements:
HybridShift:
Not IndicatedValid Driving License:
NoHazardous Material(s):
N/AJob Posting End Date:
05/8/2025*A job posting is effective until 11:59:59PM on the day BEFOREthe listed job posting end date. Please ensure you apply to a job posting no later than the day BEFORE the job posting end date.
Employment Type
Full-Time
