Administrative Assistant, Key Accounts (REF9205X)

Job Description

The Key Accounts Administrative Assistant is responsible for supporting the Key Accounts President and other members of the Key Accounts Management team as necessary, as well as coordinating administrative project tasks while maintaining an exceptional level of professionalism and customer service.

Essential Functions Include:

• Perform daily administrative tasks for the Key Accounts President and Key Accounts Management Staff and as necessary with the utmost professional poise and discretion.
• Manage Key Account President’s calendar and schedule, including confirming appointments and preparing for conference calls.
• Coordinate executive travel and meetings, including flight reservations, lodging and meeting accommodations, and dining and transportation arrangements.
• Perform critical aspects of deliverables, including drafting acknowledgement letters, personal correspondence and other tasks.
• Prioritize incoming communications, requests, and conflicting needs from external stakeholders and employees in a timely and effective manner, while keeping executive informed of any items for which feedback is needed.
• Compose and proofread routine and advanced executive correspondence and reports to ensure grammatical accuracy and appropriate representation of company’s culture and values.
• Prepare documents for executive meetings, such as board presentations, per direction from company executives.
• Act as a leader in building both internal and external relationships and managing special projects to facilitate the success of Key Accounts.
• Maintain absolute confidentiality and handles time sensitive materials expeditiously.
• Work with IT and other functional areas to maintain accurate and updated files containing proof of key account deliverables are maintained.
• Support invoicing to ensure leads provide required invoice data in a timely basis.
• Distribute and track meeting agendas for leadership meetings, takes meeting minutes, and prepares, distributes and tracks completion of action items.
• Other projects and duties as assigned.

Qualifications

Qualified candidates must have:

• Bachelor’s degree in health administration, business or related field strongly preferred. Proven industry experience will be acceptable in lieu of degree.
• Minimum of 3years of experience supporting Director-level or above.
• Experience working in a global business, including booking international travel and working with individuals from other countries.
• Project management experience strongly preferred.
• Ability to independently identify, research and resolve issues.
• Effective written and oral communication and presentation skills.
• Conscientious with a propensity for attention to details.
• Ability to exercise considerable judgement, maintain confidentiality, and act in a diplomatic manner.
• Intelligent and articulate individual who can relate to people at all levels of an organization.
• Excellent facilitator who is experienced in resolving conflicts between different parties to a dispute.
• A decisive individual who possesses a strategic focus as well as an operational, implementation, and detail-oriented perspective.
• A strategic planner with sound technical skills, analytical ability, good judgement and strong operational focus.
• Ability to work with peers in a team effort.
• Adapt to changes in the work environment with demonstrated ability to manage multiple priorities and deadlines.
• Well-organized and self-directed with the ability to work with a minimal amount of supervision.
• Capability to efficiently complete tasks in a fast-paced environment.
• Ability to work extended hours, weekends, and holidays pursuant with job demands.
• Proficient in Microsoft Office and related software programs.

Additional Information

• All candidates must be legally eligible to work in the United States.
• ProPharma Group does not accept unsolicited resumes from recruiters/third parties. Please, no phone calls or emails to anyone regarding this posting.