Administrative Assistant (GFS - GPS Americas)

Role Purpose

AstraZeneca is a global, innovation-driven biopharmaceutical business that focuses on the discovery, development and commercialization of prescription medicines for some of the world's most serious diseases. But we're more than one of the world's leading pharmaceutical companies. At AstraZeneca, we're proud to have a unique workplace culture that inspires innovation and collaboration. Here, employees are empowered to express diverse perspectives and are made to feel valued, energized and rewarded for their ideas and creativity.

In this position, you will play a fundamental role to make sure our employees work in the right environment so that we can keep delivering life changing medicines to our patients.

Role Profile

Support the day-to-day operations of the Department by providing full administrative and secretarial support, while functioning as the department's main point of contact for the region and main stakeholders.

Key Responsibilities

• Able to set up meetings and teleconference calls using various types of technology including: video conferencing, teleconferencing, etc., both domestically and internationally.
• Handles confidential information and maintains the security of manager's records and files.
• Facilitates seamless communication between the manager and other executives, managers, vice presidents, direct reports and employees; and between the manager and external parties such as suppliers, customers and the public.
• Acts as part of a broader management team that works together to share best practices, support and problem resolution.
• Perform a variety of administrative and executive support tasks considered sensitive or confidential by screening and responding with discretion to often highly confidential and sensitive request and enquires and answering and directing routine internal and external communications.
• Plan, organize and manage multiple calendars (resolve overlapping commitments and protect time for priorities)
• Coordinate all travel arrangements: contact the travel agency, prepare itineraries, planning, schedule travels, booking of flights, car rentals, hotels, transfers. In charge of all changes and tracking when needed (For GFS Head and LT)
• Manage logistics for special events such as team all-hands or off-sites, visitors, seminars and similar
• Prepare and submit expense reports for GFS head and GFS PCard report
• Work with cross-functional partners on reporting and reconciliation (I.e. budget tracking)
• Maintain email distribution lists / aliases
• Maintain and order appropriate inventory of office supplies.
• Answer general questions about the organization and provide visitors with address, directions, etc.

• Assist GFS organization as needed, including sending/receiving equipment for new hires, welcome packages, receiving visitors, etc
• Organize culture initiatives, office socials & own GFS event operations
• Prepare and submit purchase orders for all GFS needs and maintain control of invoicing as needed.
• Be established as the subject matter expert in Outlook & MS Teams for the group, and a resource to help get the most effective and efficient use out of the software.
• Interface with the team, clients, vendors and internal support groups in a respectful, professional and confident manner.
• Collaborate with internal initiative groups and ERGs on the coordination of events and activities.
• Strong sense of urgency, accuracy, and accountability; reactive to the changing business needs.
• Requires independent, self-sufficiency and ability to maintain multiple tasks at a time.
• Must have excellent spoken and written English and Spanish skills and be proficient in Excel. 

Essential Criteria

• Bilingual Executive Secretary
• Able to work towards objectives.
• Confidentiality, integrity, and high ethical values
• Must be a very versatile, discreet, and tidy person.
• Proficiency in Office packages
• Proficient in oral and written English
• Bachelor's Degree
• Focus on results.
• Consciousness on Inclusion & Diversity
• Openness.
• Honesty.
• Trust and teamwork.
• Focus on the internal and external customer.

Desirable Criteria

• Experience in regional offices of transnational companies
• Experience in event organization and vendor management.
• SAP and CONCUR Proficiency.

Competences and Others

• Highly organized
• Proactive
• Process driven with excellent customer service mindset.
• Attention to detail
• Self-driven
• Ability to challenge information constructively
• Capacity to work under pressure
• Customer focus and results oriented
• Ability to think creatively
• Team work and ability to collaborate with cross-functional teams
• Schedule flexibility
• Proficient analytical capabilities

Other Role Requirements

• Schedule flexibility to work on holidays and/or weekends when necessary.
• Schedule flexibility to work on the days off given by the wellness Policy when necessary (Política de Bienestar).

According to the company policies, the candidate must prove that there are no situations that generate a conflict of interest (COI) for the company. The non-existence of COI is considered as an objective requirement of the position. To know beforehand the weightings of COI contained in the policies of the company, consult the Human Resources Department.

AstraZeneca is an equal opportunity employer. AstraZeneca will consider all qualified applicants for employment without discrimination on grounds of disability, sex or sexual orientation, pregnancy or maternity leave status, race or national or ethnic origin, age, religion or belief, gender identity or re-assignment, marital or civil partnership status, protected veteran status (if applicable) or any other characteristic protected by law. AstraZeneca only employs individuals with the right to work in the country/ies where the role is advertised.

Internal and External Contacts/Customers

• The Administrative Assistant  function will interface internally with the Marketing Company and Global Finance & Procurement Services.