Administrative Assistant - Tampa, FL

Use Your Power for Purpose

A career with us is about discovering breakthroughs that change patients lives. We need dedicated colleagues like you who are efficient find solutions and collaborate with others to achieve our purpose. A high-performing administrative team is essential to bringing those therapies to people all over the world and making a positive difference. Your role is crucial in ensuring that these life-changing therapies reach those in need and your efficiency and collaborative spirit are key to our success. Join us in making a meaningful impact on patients lives by being part of a team that values innovation dedication and teamwork.

The Executive Administrator position reports to the Senior Director of Financial Operations and provides administrative support to the Senior Director of Workforce Platforms the Vice President of Business Integrations and Real Estate the Vice President of Cloud and Network Security Services and the Senior Director of Solutions Adoption.

Key Responsibilities

Administrative: Provides comprehensive administrative support including initial responses to internal and external customers screening incoming inquiries and meeting requests organizing correspondence and other records securing office space coordinating large-scale office moves and collaborating with other Executive Administrators both inside and outside the organization.

Meeting Coordination: Manages calendars for the leadership team schedules small and large-scale meetings works with meeting support services for on-site and off-site events and processes travel arrangements.

Contractor Onboarding: Coordinates the onboarding process for new external resources leads the renewal of existing resources and communicates with sponsors and vendors throughout the process.

Training Steward: Acts as the training liaison for the Financial Operations and Digital Solutions Adoption and Colleague Solutions teams ensures that the correct training curricula are assigned to new hires and that training courses are completed on time.

Tampa Digital Events: Assist the Tampa Digital Site Lead with speaking events related to solution overviews professional development community service and team building.

Administrative

Serve as the initial representative to the office responding to internal and external customers.

Screen incoming inquiries and meeting requests.

Manage Microsoft Teams including teams and channels.

Maintain Outlook and other distribution lists.

Organize and maintain correspondence and records follow up on pending matters and prepare correspondence for final approval.

Request office space for new hires and coordinate space or neighborhoods and conference rooms for visitors (guests vendors).

Coordinate large-scale office or neighborhood moves with Global Workplace Solutions.

Work closely with other administrative assistants regarding coverage within the group facilitate overseeing of the assistants and manage workflow.

Handle ad hoc requests as required.

Meeting Coordination

Manage leadership team calendars for planning purposes including meetings vacations and coverage.

Schedule individual team and large-scale meetings and events.

Coordinate the development or receipt of meeting materials such as agendas presentations and meeting summaries and distribute them prior to the meeting date.

Coordinate with support groups to arrange space catering and audio-visual equipment for meetings.

Address all other issues related to on-site and off-site events.

Arrange travel plans for LT members.

Prepare and submit expense reports for leadership team in Concur.

Provide backup support to other executive administrators when they are out of the office.

Contractor Onboarding

Maintain the ERP Onboarding mailbox for new onboarding requests and questions.

Validate new onboarding requests for completion and accuracy.

Collect cost center and project codes to charge resources against (virtual desktops only) and maintain a master listing for future use.

Create or reinstate records in the GetAccess system for new or returning resources.

Submit onboarding requests for Outlook accounts Network IDs Connect on Demand and laptops.

Request laptops via PCMAC if one was not requested during the onboarding process.

Request neighborhood space for on-site resources.

Follow up with sponsors to ensure resources register their identity within the 30-day requirement.

Request curricula roles from sponsors and submit curricula assignment requests for all resources in the Compliance Learning Tool.

Track all support tickets approvals etc. until onboarding is complete.

Send notifications to sponsors to approve onboarding requests.

Submit virtual desktop services requests once network IDs are received

Email onboarding completion notifications to IBM resources.

Maintain over 800 contractor records in the GetAccess system.

Send quarterly renewal reminders to sponsors track the renewal status of resources in GetAccess and assist with renewals.

Address questions from vendors sponsors and resources.

Training Steward

Serve as the representative for the Financial Operations and Digital Solutions Adoptions and Colleague Solutions teams.

Collaborate with teams to understand new curricula training processes and systems.

Conduct monthly follow-ups with the leadership team to ensure all outstanding training is completed for the upcoming balanced scorecard.

Request curricula role assignments for new colleague hires in the Compliance Learning Tool.

Tampa Digital Events

Schedule monthly Tampa Digital events for the entire year

Make travel and other arrangements for guest speakers

Coordinate with audio visual team to schedule onsite location room layout and online viewing

Coordinate conference layout with the facilities team

Coordinate food and beverage arrangements with internal catering service and external vendors