Administrative Coordinator

Jobomschrijving

• Responsible for coordinating large events which includes the planning, organizing and implementation of a number of event activities.
• Liaises with guests and speakers to assess needs and coordinates, as needed, such activities as travel, hotel, expense reports and tools and materials for presentations.
• Typically, coordinates the preparation of annual budget, reviews monthly budget, reviews and researches variances.
• May coordinate group lease cars requirements and activities (at International Locations). May assist with facilities space planning or office set-up.
• May screen and prioritize manager’s mail and email.
• Assists in the orientation of new administrative assistants and other staff.
• Ongoing, acts as a resource to other administrative assistants and is cross-trained to cover for another administrative assistant if he/she is out of the office for an extended period of time.
• Use advanced level software programs such as Excel, ChemDraw, Filemaker Pro, Access and PowerPoint to create graphs, charts, spreadsheets, and LCD presentations.
• Under manager’s direction, creates draft reports, documents, presentations and templates using raw data.
• In addition to Senior Administrative Assistant responsibilities, prioritizes workload involving multiple large projects/timelines. Such projects may include coordinating or leading the implementation of new and/or revised software applications/databases including interfacing with vendors, ensuring user training, etc. with minimal guidance.
• Arranges for needed resources in order to meet timelines.

Profiel

• Requires a minimum of a high school diploma plus 3-5+ years administrative experience
• Verbal, written, and interpersonal skills are required.
• Active knowledge of Dutch, French and English
• Knowledge and understanding of administrative and office policies and procedures. Must possess good proofreading and editing skills of technical documents.
• Has the ability to review the work of lower level administrative assistants.
• Advanced knowledge and experience using a number of office software.
• Work under minimal supervision. Receives occasional direction from manager to perform non-routine job responsibilities and duties.
• MS office skills
• Have the flexibility to work for 3 different departments (HIV, HCV and Commercial Operations)
• Be willing to work in a highly regulated environment