Administrative Associate, VMRD, Global Animal Science and Welfare at Zoetis

Kalamazoo, Michigan, United States

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Not SpecifiedCompensation

Junior (1 to 2 years)Experience Level

Full TimeJob Type

UnknownVisa

Animal Health, Veterinary Medicine, BiopharmaceuticalsIndustries

Requirements

High school diploma or equivalent
2+ years of administrative experience, including executive support responsibilities
Expert-level knowledge of Microsoft Outlook, Excel, Word (inferred from proficiency with Microsoft programs)
Excellent communication skills
Attention to detail
Agility
Strong organizational skills
Strong interpersonal skills
Proficiency with Microsoft programs
Ability to work independently and in team settings to generate high-quality results efficiently

Responsibilities

Schedule internal meetings and coordinate meeting resources, including booking rooms and setting up online or video conferencing details
Manage calendars, travel bookings, and expense reports for senior leaders
Arrange travel accommodations for visiting colleagues from other company sites, consultants, seminar speakers, and other invited guests using corporate booking tools
Coordinate guest office accommodations and facility provisions for site visitors
Create PowerPoint presentations, meeting minutes, and technical reports as needed
Use electronic document management systems to format, edit, and manage documents, including version control, reviews, and signatures
Provide support to senior management, directors, and teams within VMRD departments
Prepare and track purchase orders, process invoices, and maintain departmental systems
Maintain and optimize document management systems, including SharePoint sites
Adhere to internal standard operating procedures (SOPs) and regulatory requirements when completing assigned tasks
Provide administrative support for onboarding and offboarding of employees, contractors, and interns, following established process checklists
Assist with interview coordination and logistics for candidates
Offer troubleshooting assistance and training to new hires and current staff
Provide back-up coverage for other administrative personnel during absences
Plan and coordinate special on-site and off-site meetings and events, including booking facilities, arranging A/V services, ordering supplies, coordinating catering, and scheduling group tours or evening activities
Chair or co-chair VMRD-sponsored events and initiatives
Champion continuous improvement efforts across VMRD
Provide training systems support and general administrative tasks including presentations, documents, meeting oversight, and travel support
Work across a team of administrative specialists to manage special events across R&D