Administrative Assistant

Job description

Nombre del sítio: USA - Connecticut - Branford
Fecha de publicación: Feb 27 2024

In office 2-3 times per week

Company Overview

ViiV Healthcare is a global specialty HIV company, the only one that is 100% focused on researching and delivering new medicines for people living with HIV and those that could benefit from Prevention. ViiV Healthcare is highly mission-driven in our unrelenting commitment to being a trusted partner for all people living with and affected by HIV. Our aim is to think, act, and connect differently through a focus on education and treatment for HIV.  We go to extraordinary lengths to deliver the sorts of breakthroughs, both in treatments, care solutions and communities, that really count. We go beyond the boundaries of medicine by taking a holistic approach to HIV through developing and supporting sustainable community programs and improving access to care.  We are fully committed to push through every challenge until HIV/AIDS is eradicated. ViiV has played a significant part in delivering breakthroughs that have turned HIV into a manageable health condition. We offer the largest portfolio of HIV medicines available anywhere, and we continue our work to cater for the widest possible range of needs in response to the HIV epidemic.

We are aware of how much is at stake for those affected by HIV and we show up every day 100% committed to the patients. Our work culture is fast-paced, diverse, inclusive, competitive, and caring. ViiV Healthcare isn’t just somewhere to work – it’s a place to belong, an invitation to bring your very best, and a team full of impact-driven team members who are hungry to make a difference.

While we have been improving lives of HIV patients for 30 years, this is an especially exciting time to be at ViiV Healthcare, as we evaluate novel approaches to treatment and prevention that could further reduce the impact of HIV on individuals and communities.

Position Overview

The Administrative Assistant will provide exceptionally detailed, full administrative support to 3 VPs, and be available to help their respective teams as workload and time allows. Provide support/maintenance for Branford site.

Key Responsibilities

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Maintain the highest level of confidentiality and integrity.

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Effectively troubleshoot problems in a fast-paced, professional environment, and provide effective solutions.

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Be a professional and effective gatekeeper of communications and opportunities from internal and external sources.

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Proactively manage complex Outlook calendars, working closely with colleagues and peers from U.S. and other countries to schedule F2F meetings, video conferences, and teleconferences across multiple time zones.

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Communicate with senior management and knowledge experts to organize and manage detailed travel logistics, high priority events and meetings for VPs, both domestically and internationally.

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Process, submit, and track expense reports for VPs.

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Manage Conference Registrations for VPs.

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Interact with recruiters to support recruitment processes: job posting, interview scheduling, any necessary travel including booking flights, accommodations, ground logistics. Process related expenses.

Specific responsibilities for VP

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Work closely together to strategize, plan, and implement development and business decisions that effectively achieve department, site, and company goals.

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Assume responsibility for organizational and logistical requirements necessary to aid in the success of Early Development and Global Research Strategy Team.

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Support the Early Development Committee (EDC)

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Support and attend bi-monthly, Early Development & Global Research Strategy (EDGRS) team

Site Responsibilities

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Share site responsibilities for the purchase and restocking of office supplies, breakroom snacks, coffee/teas, milk, cream, paper goods, etc.

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Share site responsibilities for maintenance of breakrooms/kitchen, including the cleaning and maintenance of Cappuccino/Coffee machines

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Manage and reconcile AMEX Meeting card, AMEX Purchasing card, and AMEX Corporate card.

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Observe GSK/ViiV administrative and procedural processes to ensure company standards are met.

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Support ViiV Branford site with planning and execution of holiday events, community events, retirement and celebratory events, meetings, and workshops.

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Ordering/set up/breakdown of breakfasts and lunches for meetings and workshops.

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Organization of Dinners; Restaurant Reservations/Event contracts as needed

Problem Solving and Innovation

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Independently and effectively track and resolve scheduling issues.

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Collaborate and strategize with peers to organize successful meetings for senior leaders, and to achieve department and site objectives.

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Proactively plan and research Travel options for VPs.

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Provide thorough research/best choices of options when faced with last minute travel plans or changes.

· 
Troubleshoot for resolution of various IT/computer/software problems.

· 
Troubleshoot issues with purchase orders, invoices, and expense reports for team and non-team associates.

Why You?

Basic Qualifications:

We are looking for professionals with these required skills to achieve our goals:

·  High School diploma or equivalent experience.
·  Advanced skills with MS Word, PP, Excel, Outlook, MS Teams, Concur, Fiori

Preferred Qualifications:

If you have the following characteristics, it would be a plus:

·  Associate degree
·  Written and verbal communication skills with all levels of professionals.
·  Excellent organizational skills with high attention to detail, including ability to handle complex travel arrangements and organize cross-site even.
·  Pharma or healthcare experience

Please visit GSK US Benefits Summary to learn more about the comprehensive benefits program ViiV offers US employees. All ViiV employees receive the same benefits options and plans as GSK employee.

Why Us?

At ViiV Healthcare, we will not rest until we leave no person living with HIV behind. Until the 39 million people living with HIV is down to zero, we will continue searching for new ways to limit the impact of HIV. 

We are the only pharmaceutical company solely focused on combating, preventing, and ultimately eradicating HIV and AIDS. At ViiV Healthcare, we do things differently. Born out of a partnership between GSK and Pfizer in 2009, with Shionogi joining in 2012, we are determined to help end the HIV epidemic. We are guided by our mission to leave no person living with HIV behind and it is this mission that unites our employees located across the globe. We combine expertise in research, manufacturing, policy and more to push the boundaries of what people think is possible in HIV treatment and care. As a result of our connection with GSK, we are able to draw on their proud history and resources. This means that you would receive all the employee benefits offered by GSK.

Living our mission of leaving no person living with HIV behind means keeping inclusion and diversity at the heart of everything we do - from our breakthrough innovation, to our diverse portfolio of medicines as well as the work we do to partner with HIV communities. Having a diverse team and a truly inclusive culture where we’re all able to be ourselves and feel like we belong will make us an even stronger team, better able to perform as a business and deliver on our mission to leave no person living with HIV behind.

If you require an accommodation or other assistance to apply for a job at ViiV, please contact the ViiV Service Centre at 1-877-694-7547 (US Toll Free) or +1 801 567 5155 (outside US).

ViiV is an Equal Opportunity Employer and, in the US, we adhere to Affirmative Action principles. This ensures that all qualified applicants will receive equal consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity/expression, age, disability, genetic information, military service, covered/protected veteran status or any other federal, state or local protected class.

Important notice to Employment businesses/ Agencies

ViiV does not accept referrals from employment businesses and/or employment agencies in respect of the vacancies posted on this site. All employment businesses/agencies are required to contact ViiV's commercial and general procurement/human resources department to obtain prior written authorization before referring any candidates to ViiV. The obtaining of prior written authorization is a condition precedent to any agreement (verbal or written) between the employment business/ agency and ViiV. In the absence of such written authorization being obtained any actions undertaken by the employment business/agency shall be deemed to have been performed without the consent or contractual agreement of ViiV. ViiV shall therefore not be liable for any fees arising from such actions or any fees arising from any referrals by employment businesses/agencies in respect of the vacancies posted on this site.

Please note that if you are a US Licensed Healthcare Professional or Healthcare Professional as defined by the laws of the state issuing your license, ViiV may be required to capture and report expenses ViiV incurs, on your behalf, in the event you are afforded an interview for employment. This capture of applicable transfers of value is necessary to ensure ViiV's compliance to all federal and state US Transparency requirements. For more information, please visit ViiV's Transparency Reporting For the Record site.