GMS Administrative Assistant

at  Zoetis

Role Summary
Working closely with the EA to the President, the leadership team based in Dublin and the global GMS leadership, develop an understanding of GMS strategic goals and provide relevant support to meet their individual and GMS collective objectives.
You will be part of team that is passionate about what they do, dynamic and driven to achieve their goals while knowing the best results are achieved by our colleagues who achieve more as a team than can be accomplished individually.

Role Responsibilities

• Provide administrative, organizational and communication support to the GMS leadership team based in Dublin.
• Be the first point of contact and liaise with other departments, external partners and customers
• Administer Expense reporting for the GMS LT
• Arrange travel and logistics for GMS LT members
• Arrange meetings and manage diaries for GMS LT members as requested
• Event planning and co-ordination
• Work in collaboration with other Admin teams across GMS, and the wider organization, to ensure shared best practice approach to updating and improving processes and procedures as needed.
• Provide administrative and organizational support to the GMS leadership team based in Dublin.
• Organize travel and meetings: manages all aspects of travel, meetings, logistics, participants, agendas, actions and follow up.
• Manage expenses and expense reporting, travel management, including agency liaison, booking accommodation and travel.
• Information interface: gather information, select, and report useful information to managers; alert them if needed.
• Assist Executive Admin EVP and President GMS when required
• Ability to gather content/data and create first draft presentation material for Executive leadership and Board presentations.
• Cover for holidays
• Help transition through peak workloads

Organisational Relationships

Internal:

• EA, EVP & President GMS
• GMS Leadership based in Dublin
• GMS Leadership globally
• GMS Admin teams globally
• Executive leadership Admins

External:

• Travel Agencies
• Any external vendor as required to fulfil role

Resources Managed
Financial Accountability
Ensuring adherence to Zoetis travel policies to ensure timely advance booking of travel. Support leadership team to manage their travel diaries to allow effective forward planning.
Supervision
Reports to Executive Assistant for the EVP and President GMS
Candidate Requirements

Education & Experience

• Minimum 5 years’ experience in executive administration, with a minimum of 5 years’ experience in an international company
• Fully conversant with MS Office (Word, PowerPoint, Excel), and communication devices
• Knowledge of medical/pharmaceutical terms and able to fully understand company’s procedures and policies
• Excellent organizational skills
• Excellent operational skills
• Excellent interpersonal and communication skills
• Experience in expense reporting
• Proactive, independent, reliable, and demonstrating sound judgment and discretion in order to deal with confidential information
• Fluent in English and comfortable in communicating with top management, external partners, and stakeholders.
• Adaptability to unexpected situations, problem solver
• Team spirit, highly motivated and energetic

Technical Skills Required

• Proficient in use of MS Office (Word, Excel, PowerPoint)
• Proficient in use of Outlook (email and calendar)
• Experience using online travel portal (Concur) for booking flights and accommodation
• Experience using SAP based platforms an advantage

Physical position requirements

• Location is based in International HQ, Dublin.
• Hybrid working (2/3 days in office with remaining days working from home)
• International travel required

Full time
Regular
Colleague
Any unsolicited resumes sent to Zoetis from a third party, such as an Agency recruiter, including unsolicited resumes sent to a Zoetis mailing address, fax machine or email address, directly to Zoetis employees, or to Zoetis resume database will be considered Zoetis property. Zoetis will NOT pay a fee for any placement resulting from the receipt of an unsolicited resume.
Zoetis will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees. This includes any Agency that is an approved/engaged vendor but does not have the appropriate approvals to be engaged on a search.

• Provide administrative, organizational and communication support to the GMS leadership team based in Dublin.
• Be the first point of contact and liaise with other departments, external partners and customers
• Administer Expense reporting for the GMS LT
• Arrange travel and logistics for GMS LT members
• Arrange meetings and manage diaries for GMS LT members as requested
• Event planning and co-ordination
• Work in collaboration with other Admin teams across GMS, and the wider organization, to ensure shared best practice approach to updating and improving processes and procedures as needed.
• Provide administrative and organizational support to the GMS leadership team based in Dublin.
• Organize travel and meetings: manages all aspects of travel, meetings, logistics, participants, agendas, actions and follow up.
• Manage expenses and expense reporting, travel management, including agency liaison, booking accommodation and travel.
• Information interface: gather information, select, and report useful information to managers; alert them if needed.
• Assist Executive Admin EVP and President GMS when required
• Ability to gather content/data and create first draft presentation material for Executive leadership and Board presentations.
• Cover for holidays
• Help transition through peak workload