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Administrative Assistant II
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Administrative Assistant II : MedImmune, LLC.
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| Job Number |
02141 |
| Employee Type |
Full Time |
| Company Name |
MedImmune, LLC. |
| Location |
Gaithersburg
Maryland
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| Salary (year) |
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| Start Date |
1/18/2010 |
| Industry |
Biotech |
| Job Type |
Administrative |
| Relocation |
Not Required |
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MedImmune, LLC.
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| Description |
Description
Title: Administrative Assistant II
Location: MD, Gaithersburg - Corporate Headquarters
Req: 02141
Position Summary:
Provide administrative support to the Vice President and his team of international staff. Must have a proven record within an international environment and/or senior level administrative support. Candidate is able to multi-task, uses their own initiative, handles tasks with minimal direction and takes a "hands-on” independent approach to work within a highly confidential arena.
This Administrative Assistant position is primarily responsible for supporting all administrative activities required within the International Vaccines area within the Regulatory Affairs department. This position requires a broad skill set including a comfort level to operate, interact professionally with senior executive management within the highly matrixed regulatory affairs group. Able to manage with ease, within a dynamic environment of changing priorities and deadlines. This position will be responsible for directly supporting a Vice President and supporting Senior Director, and a Director. The responsibilities include providing specific administrative support to one or all of the above, which includes organizing meetings, including logistics for meetings with Health Authorities, teleconferences, coordinating travel arrangements and coordinating staff recruitment activities.
About the Organization
My company shares my
passion for helping to improve human health around the world."
"This is My MedImmune."
Those who join MedImmune feel a sense of ownership about their future. They thrive with a recognized leader in the biotechnology industry and the wholly-owned subsidiary of AstraZeneca plc.
Here, you will join passionate professionals who advance science, technology and medicine to develop products designed to help people live better lives. You will excel in an environment characterized by respect, integrity and growth opportunities…that encourages both individual contribution and collaborative entrepreneurial thinking. Our products and/or product candidates are designed to address areas of need in infection, oncology, respiratory disease and inflammation, cardiovascular/gastrointestinal disease and neuroscience. Explore a MedImmune career as we strive to better more lives, more often, around the world.
Company Information
MedImmune, LLC. is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, gender, age, national origin, disability, veteran status, or any other characteristic protected by federal, state or local law.
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| Requirements |
Position Requirements
Major Duties and Responsibilities:
• Responsible for performing administrative duties for the Vice President, as well as a Senior Director and Director.
• Ensure effective operation of the office of the VP enabling them to achieve the company's goals through optimization of their abilities and time.
• Act as a professional and accessible intermediary to all individuals and groups, internal and external, interfacing with the company.
• Take responsibility for complex dire management. Arrange and coordinate meetings. Prepare, manage and distribute all reports, presentations and relevant papers.
• Assist in the Budget Preparation for the Team.
• Responsible for arranging travel activities which includes, coordinating complex travel arrangements in a timely manner, utilizing travel agents authorized by MedImmune, and managing appointments. Additional travel responsibilities also include the preparation, from beginning to end, of a trip itinerary with all contact information. Registration of delegates and associated travel and accommodations.
• Maintain spreadsheets of costs and data; up to date filing system, ensuring that all information held is accurate and current.
• Follow the company style guide in all appropriate documentation.
• Liaise with the team members in Cambridge, UK and their Administrative Assistants when appropriate.
• Collect and organize international guidance’s and directives; create and manage appointments, including calendars.
• Prepare various forms, expense reports, check requests, purchase requisitions, CERs; ensure invoices given to supervisors for approval have the proper coding. Track invoices for past due balance, obtain finance tracking numbers and requisition numbers.
• Coordinate meetings which includes, coordinating schedules, arranging conference call details, catering, copying and distributing meeting materials and setting up the required audio visual equipment.
• Support staff recruitment activities including, coordinating resumes, communicating with recruiters, coordinating travel and logistics, scheduling interviews. Greet candidates and visitors.
• Support generation of timelines, presentations, incorporate edits into regulatory documents and reformat documents as necessary into established templates to support Regulatory Document creation.
• Liaise with IT to help coordinator for future departmental staff requirements, including handling of new hires (order laptops, phones and basic supplies prior to arrival; coordinate location of office with Engineering and IT; ensure office/cube is set up for first day of employment). Also liaise with IT Help Desk in handling computer hardware/software/connectivity issues.
• Order office supplies; photocopy, scan, fax and generally perform administrative support functions.
Educational Requirements
Requirements/Qualifications:
Education
• BS degree preferred, but on the job experience will be considered.
Experience
• At least 5 years experience providing administrative support to senior-level executives.
• Significant proven experience gained working with multi-functional international teams.
Skills/Abilities:
Essential
• Excellent verbal and written communication, as wells as demonstrable ability to:
• Highly skilled use of Word, PowerPoint, Excel. Good tying speed and accuracy.
• Prioritize and have excellent time management capabilities.
• Adapt and adopt appropriate communication styles as required.
• Display excellent judgment skills and be accountable for actions; work successfully in a team.
• Requires excellent organizational abilities, communication and planning skills.
• Must be a self-starter with the ability to manage multiple priorities/tasks in a fast paced environment.
• Sense of urgency in completing tasks without sacrificing accuracy.
• Ability to prioritize without supervision and work in a highly matrixed environment.
Job Complexity/Supervision:
• Minimal supervision. Is expected to be self-motivated and work independently.
MedImmune does not accept non-solicited resumes or candidate submittals from search/recruiting agencies not already on MedImmune’s approved agency list. Unsolicited resumes or candidate information submitted to MedImmune by search/recruiting agencies not already on MedImmune’s approved agency list shall become the property of MedImmune and if the candidate is subsequently hired by MedImmune, MedImmune shall not owe any fee to the submitting agency.
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