Executive Administrative Assistant

PPD

(Wilmington, North Carolina)
Full Time Travel Required
Job Posting Details
About PPD
PPD is a leading global contract research organization providing comprehensive, integrated drug development, laboratory and lifecycle management services. Our clients and partners include pharmaceutical, biotechnology, medical device, academic and government organizations.
Summary
Provides senior-level administrative support for the Corporate Communications, Public Affairs and Philanthropy group.
Responsibilities
* Composes, copies and distributes correspondence and memoranda, reports, documents, forms and tables for VP and direct reports * Sorts & distributes incoming mail/outgoing mail; monitors and triages email sent to the department’s shared online mailbox * Maintains calendars and schedules meetings * Arranges travel, reservations and prepares/submits expense reports in a timely fashion * Collects, compiles, prepares and updates presentations, reports, meetings agendas and other documents * Supports department budget by creating purchase requisitions/purchase orders, processing invoices, tracking budget spending and liaising with finance * Coordinates planning and details of onsite and offsite meetings/events including catering needs * Inventories, orders and distributes office supplies * Maintains inventory and assists with ordering and shipping of collateral and giveaway items * Manage department calendar of events and PTO * Updates department information and contact information for company offices and labs, including on the website and intranet * Coordinates corporate head shot photography sessions and uploads photos * Coordinates with administrative assistants in other departments to handle temporary work overloads and fill in for temporary absences.
Ideal Candidate
**Education and Experience:** * High school/secondary school graduate or professional certification * Previous administrative experience (comparable to 2-6 years) * Or, an equivalent combination of education, training and experience that provides the knowledge, skills and abilities to perform the job. **Knowledge, Skills and Abilities:** * Good knowledge of company operations, policies and procedures. * Strong Microsoft Office skills. * Strong communication, organizational and interpersonal skills. * Ability to identify and set priorities and effectively perform a variety of task simultaneously. * Ability to deal professionally with highly confidential information and matters. * Strong attention to detail and accuracy. * Positive attitude and ability to work effectively with others at all levels of the organization **Working Conditions and Environment:** * Work is performed in an office or clinical environment with exposure to electrical office equipment. * Occasional drives to site locations. Potential occasional travel required. **Physical Requirements:** * Frequently stationary for 4-6 hours per day. * Repetitive hand movement of both hands with the ability to make fast, simple, repeated movements of the fingers, hands, and wrists. * Occasional mobility required. * Occasional crouching, stooping, bending and twisting of upper body and neck. * Light to moderate lifting and carrying (or otherwise moves) objects including luggage and laptop computer with a maximum lift of 15-20 lbs. * Ability to access and use a variety of computer software developed both in-house and off-the-shelf. * Ability to communicate information and ideas so others will understand; with the ability to listen to and understand information and ideas presented through spoken words and sentences. * May interact with others, relating and gathering sensitive information. Interaction includes diverse groups. * Works with guidance or reliance on oral or written instructions from management. May require periods of intense concentration. * Performs a wide range of variable tasks as dictated by variable demands and changing conditions with little predictability as to the occurrence. Ability to perform under stress. Ability to multi-task. * Regular and consistent attendance.

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