CW-Administrative Coordinator (AC)

Kontraktorské pracovní místo zajištěné ve spolupráci s personální agenturou

Úvazek: poloviční – tj. 20h týdně pro oddělení "Business Unit Oncology"

Smlouva nejprve na 1 rok na dobu určitou a následně s možností prodloužení na dobu cca 2 let (zástup za mateřskou dovolenou)

Responsibilities

AC provides administrative support for a department/Business Unit through the delivery of a variety of business services

Serves as a primary contact for Business Unit and coordinates ongoing Amgen processes for the team:

• coordinates functional administrative processes of the team across all business activities such as contracts, requests, documentary materials, purchase orders, invoicing and payments within the system,

• organizes and provides support to team meetings

• submits, reviews, completes and closes all records within the Amgen systems, in line with SOPs

• provides administrative and organizational support of marketing /promotional activities related to events, cooperates with third-parties

• monitors lifecycle of promotional materials and tracks revision, is responsible for disposal of obsolete promo materials, might support internal tracking/ approval systems of promo materials,

• manages vendor administration: create / maintain vendors in systems

• provides training, guidance and orientation to new team members

Ensures timely coordination of department members’ administrative needs:

• manages calendars

• coordinates local team meetings, arranges accommodations, time schedule, meeting’s requirements

• organizes meeting rooms, including logistics, catering and equipment needs

• prepares agendas, takes and completes meeting minutes; coordinates distribution, monitors progress and follows up on action items

• independently responds to routine correspondence, determines best approach and presentation when preparing and formatting correspondence, memoranda, reports and presentations

Outputs

• Organizes processes and systems within functional area

• Internal tracking/approval system is administered in a compliant way

• Correspondence, efficient flow of information

• Meeting agendas, minutes and compilation of action items

• Calendar management

• Finalized / formatted correspondence, memos, reports, etc.

Qualifications

Minimum Requirements

• High School Diploma

• Minimum 3 to 5 years related experience in administrative support role

• Experience using MS Office tools

• Fluency in local language and English

Preferred Requirements

• Experience in similar or related disciplinary and/or international environment

• Basic knowledge of the function/business area supported such as safety, sales, customer service, etc.

• Familiarity with terminology of area supported such as Marketing, Medical, Clinical Research, Logistics etc.

Competencies

• Communicates details clearly and accurately, both orally and in writing

• Modifies communication style as appropriate for the audience; may regularly interact with clients and executives

• Identifies and balances multiple priorities and the needs of multiple teams

• Understands, follows and behave in full compliance with relevant SOPs, procesess and guidances

• Takes a proactive approach to identifying breakdowns in service, information flow and process; resolves issues appropriately

• Demonstrates a service-oriented approach to all activities

• Demonstrates a willingness to learn new approaches and to adapt to change

• Leads by example in promoting teamwork

• Ensures systematic work and applies attention to detail