Humera - Administrative and Professional Staffing

Executive Assistant

Location
St. Paul, MN, United States
Salary
Contact For Rate
Posted
Apr 15, 2017
Closes
Apr 25, 2017
Job Type
Employee
Employment Status
Full Time
Humera is seeking an experienced, high caliber Administrative Assistant for our client in St. Paul. This position supports the administrative needs of the client's departments within its Global Corporate Strategy function, including the External Communications, Marketing Communications and Business Development Teams. This is a long term, potential for contract to hire opportunity.
Duties:
Each employee can make a difference and has the power, either individually or as a team, to influence the success of the company. We are team-oriented, fast-paced and progressive. We value people with great ideas who partner with others both internally and externally to take action and accomplish goals.
  • Manages various activities for the department including but not limited to answering the telephone, calendar and meeting arrangements, communications, travel arrangements and expense reports.
  • Assists with broad and varied administrative duties including ordering catered meals for meetings, maintaining files, photocopying, scanning documents, ordering supplies and distributing mail.
  • Supports the Sr. Director of U.S. Government Affairs with managing the company Political Action Committee (PAC).
  • Manages the Patient Stories Database and email address. Often is the first contact for patients who want to share their stories and responsible for responding to patients that send letters and emails. Also coordinates patient events and tours.
  • Processes invoices and provides budget reports for Public Relations, Internal & External Communications, Marketing Communications and Government Affairs
  • Responsible for on-boarding new employees including arranging all equipment, work-space and necessary software programs.
  • Assists with administrative support for projects, including editing or revising PowerPoint presentations and coordinates meetings including scheduling, location and catering. Works with the Investment Relations (IR) team as necessary to assist in coordination of logistics for investor meetings and coordinates meeting details.
  • Assists in supporting activities associated with quarterly earnings calls, annual investor meeting, shareholder meeting and annual report.
  • Assists other corporate departments as time allows on an as-needed basis (for example, grants committee/Foundation).
  • Plans and coordinates numerous events throughout the year. Events are either onsite or offsite.
  • Reviews documents for formatting, grammar and brand consistency.
  • Makes travel arrangements for various department members and prepares expense reports in Concur.
  • Participates in other special projects as assigned.
  • Complies with U.S. Food and Drug Administration (FDA) regulations, other regulatory requirements, Company policies, operating procedures, processes, and task assignments. Maintains positive and cooperative communications and collaboration with all levels of employees, customers, contractors, and vendors.
  • Performs other related duties and responsibilities, on occasion, as assigned.

Qualified candidates will have the following qualities:
  • Experience working with executives
  • Highly organized
  • Detail-oriented
  • Invoicing and expense management
  • Travel management
  • Concur, Outlook and Workday experience required
  • Meeting logistics & scheduling
  • Punctual and dependable
  • Team player
  • Professional
Additional Qualifications - Demonstrated ability to handle difficult situations and/or communications tactfully and professionally. Primary Qualifications:
  • Minimum of 8 years' experience in an administrative support position
  • College degree a plus but not required.
  • Previous experience supporting a function with external constituents is preferred, with working knowledge of government affairs, media, communications or investors a plus.
  • High School graduate required, with advanced training through college, business school or other post high school training preferred.
  • General knowledge of the Associate Press Stylebook as a guide for grammar and punctuation.
  • Proficient in the use of the Microsoft Office Suite products, i.e., Word, Excel, as well as Visio, Photoshop, PowerPoint, Project. Knowledge of graphics arts programs (e.g.: Quark, PageMaker) are a plus).
  • Proficient in the use of general office equipment (e.g. fax, copier, telephone, calculator, etc.)
  • Demonstrated ability to handle difficult situations and/or communications tactfully and professionally.
Other qualifications:
  • Previous experience supporting an executive preferred.
  • Experience working in a broader enterprise/cross-division business unit model.
  • Able to maintain strict confidentiality.
  • Able to work with people at all levels of the organization.
  • Ability to handle multiple priorities and operate with a sense of urgency as required.
  • Possesses excellent judgment and the initiative to make independent decisions.
  • Ability to work in a highly matrixed and geographically diverse business environment.
  • Ability to work within a team and as an individual contributor in a fast-paced, changing environment.
  • Ability to leverage and/or engage others to accomplish projects.
  • Strong verbal and written communications with ability to effectively communicate at multiple levels in the organization.
  • Multitasks, prioritizes and meets deadlines in timely manner.
  • Strong organizational and follow-up skills, as well as attention to detail.
  • Ability to travel approximately 5%.
  • Ability to maintain regular and predictable attendance.

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