Job Description:
Responsibilities include:
1. Provides high-level administrative support level site may provide administrative support to global cross functional teams, as needed.
2. Assists in the creation of documents, memos, reports, spreadsheets and presentation material as needed, and requested, by department members and/or department head.
3. Manages calendar(s) and coordinates scheduling.
4. Schedules, plans, coordinates meetings and teleconferences involving internal team members and external guests. This includes, but is not limited to: conference room reservations and preparation, organization/distribution of meeting materials, arrangement of catering, etc.
5. Arranges local/ global travel (transportation, lodging, passport/visas, etc.).
6. Processes expense reports (acquires knowledge of currency exchange rates), invoicing, payment, petty cash management in collaboration with assigned local accounting firm.
7. Creates presentations for executive level, internal and external audiences using the basic and advanced functionality of Power Point.
8. Routine filing, faxing, shipping, phone duties
9. Maintains office services by organizing office operations and procedures; maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement liaises with property management on building maintenance issues.
10. Receives and immediately forwards all phone calls, fax messages and information concerning Complaints, Quality Issues and/or Adverse Events to the Qualified Person or his/her Deputy.
11. Liaises with local/global IT support for staff.
12. Attends select meetings including, but not limited to: taking notes, recording, communicating and following up on meeting minutes and action items.
13. May be responsible for updating and maintaining customer data in PTC's Customer Relationship Management (CRM) system.
14. Performs other tasks and assignments as needed and specified by management.
Requirements for the role include:
15. Typically requires a minimum of 2 years of related experience providing high-level administrative support in a pharmaceutical, biotechnology or related environment.
16. Bachelor's degree is preferred.
17. Demonstrated ability to accurately, efficiently and effectively manage multiple calendars, global travel itineraries and special projects.
18. Demonstrated proficiency using the advanced functionality of Microsoft Office (Power Point, Excel and Word).
19. Excellent verbal and written communication and skills. (Spanish and English)
20. Ability to work independently and collaboratively, as required, in a fast-paced, matrixed, team environment consisting of internal and external team members.
21. Analytical thinker with excellent problem solving skills and the ability to adapt to changing priorities and deadlines.
22. Excellent planning, organization and time management skills including the ability to support and prioritize multiple projects.
23. Ability to handle confidential information with discretion
Experience that would be an advantage:
24. Experience supporting regulatory matters such as management of transparency reports
25. Management of HCP contracts
26. Order management and customer service
27. Experience using SAP would be highly valuable