Valeant Pharmaceuticals

  • Administrative Assistant

    Location US-NJ-Bridgewater
    Job ID
    10739
    Category
    Administrative
    Pos. Type
    Full Time
  • Overview

    The Administrative Assistant’s responsibilities will require flexibility, a positive attitude and receptiveness to changing responsibilities, multiple demands and a growing base of constituents and direct reports. The Administrative Assistant is the front-line representative, a positive and professional demeanor and appearance of the person is required at all times.  A “team work” orientation is essential to provide a full continuum of administrative support functions as well as provide backup support as needed.

    Responsibilities

    In this role the successful candidate will be responsible, but not limited to, the following:

    • Maintain schedule/calendar of key activities for groups for reporting and business critical dates. Prioritize as needed and work with the teams to proactively identify potential needs.
    • Review, email / print requests for approval (eg: ePR’s, expense approvals, etc.) on a daily basis, and ensure that all requisitions are addressed and vetted also in accordance with the company policies / authority matrix.
    • Receive, stamp and log all invoices received on a daily basis, and distribute to appropriate personnel that same day.
    • Prepare PowerPoint slide presentations as requested.
    • Maintain an organized filing system, triage accordingly all telephone inquiries.
    • Coordinate internal and external meetings.
    • Participate in performing tasks on “special projects” as requested.
    • Take, prepare and distribute well-organized minutes on a timely basis for Team Staff meetings. This includes the preparation, maintenance and follow-up list of “to do’s” and “action items” with deadline dates that result from the meetings.
    • Order and arrange working lunches for the staff as requested, when the team - as a group, works through lunch to meet deadlines.
    • Maintain the highest level of confidentiality at all times in circumstances where required and necessary.
    • Exhibit initiative and “follow-through” to help leadership and the team as necessary. Identify areas where you can provide assistance and pursue the opportunity to do so.
    • Communicate on a timely basis the status of tasks, especially if and when the timely completion of tasks is falling behind.
    • Book and manage travel reservations for identified individuals
    • Continuous and consistent performance of administrative tasks, including but not limited to, ordering supplies, making photocopies, scanning of documents, preparing expense reports, etc.

    Maintain and be able to access key contracts for the group

    Qualifications

    • High school diploma required; college degree preferred
    • Minimum of 3 years’ of experience supporting a senior-level executive
    • Superior attention to detail
    • Ability to handle highly sensitivity information with complete confidentiality
    • Ability to maintain consistent and high levels of performance
    • Ability to partner with and advise supervisor and team
    • Ability to work in a time-sensitive, fast-paced environment
    • Demonstrate ownership and execution of primary responsibilities, anticipate needs and solve issues quickly/effectively
    • Strong ability to multi-task projects across groups
    • Strong verbal and written communication skills
    • Ability to manage expectations and meet deadlines, work beyond normal work hours as needed
    • Ability to think beyond the task to the overall project objectives and improve processes
    • Willingness to remain in contact after-hours/weekends as necessary
    • Ability to engage with internal/external stakeholders to coordinate meetings/travel
    • Experience working on highly confidential projects with appropriate discretion and sensitivity
    • Ownership mindset for projects and ability to follow-up and see projects through to completion
    • Maintain a consistent work schedule regarding work times. Provide timely notice when a change in the work schedule is required.
    • Strong working knowledge of Word, Excel, PowerPoint, and Outlook
    • Ability to lift up to 10 lbs. - boxes containing documentation

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