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Sr. Administrative Assistant

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POST DATE 8/26/2016
END DATE 10/20/2016

Shire Pharmaceutical Lexington, MA

Lexington, MA
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Mid-Career (2 - 15 years)
High School Diploma or GED


Job Description
Primary responsibility of this individual will be to leverage strong administrative support experience to help manage, facilitate and organize the daily activities of the team and also collaborate with internal and external partners. The successful candidate for this position will need to perform these tasks flawlessly and without direct supervision, think creatively, understand the team's requirements and significantly contribute to overall team performance and effectiveness.

Performs administrative duties, which may involve exposure to highly confidential information.
Manages the schedules of those supported, schedules meetings and makes travel arrangements for department members, visitors, partners and vendors as needed.
Maintain Compliance as it relates to policies. Ensure department related vendor and legal documentation is filed in compliance with legal.
Assist new employees with on-boarding and provide relevant company information as needed so they may begin work seamlessly. Proactively responds to team questions, concerns and requests for information and resolves routine questions and information requests.
Ability to answers questions and provides guidance to any member of the team regardless of the reporting structure.
Arrange on site and off site meetings, ensure registration, hotel and travel for various conferences are completed. Ensure department related activities are running timely. Coordinate internal, external and vendor related meetings. Accountable for meeting planning and organization, schedules attendees, books conference rooms, arranges catering and compiles meeting materials. Organize weekly and monthly team meetings and hold people accountable for action items. Prepares correspondence and agendas as needed.
Process expense reports for senior managers using the Concur Travel & Expense system. Assist with purchase orders and invoice reconciliation.
Register new vendors within the Lavante system.
Ensure that all contracts are submitted within the Axxerion system for Shire legal vetting/review.
Provides telephone support, assumes responsibility for copying, and developing and maintaining filing systems.
Serves as reciprocal back-up for other team Assistant and vice versa as needed.
Maintains up-to-date contact lists for department members.
Manage and process hardware and software requests and be the contact person for facilities when securing work spaces for new hires within the team.
Continuously assess team needs and be able to suggest effective solutions.

Minimum of a High School Diploma is required. Bachelors Degree Preferred.
Generally has at least 5 years of related experience in a similar position.
Experience with supporting senior level management.

Extensive working knowledge of MS Word, Excel, PowerPoint and MS Outlook.
Experience with expense reporting systems/software.
Experience with purchase orders and accounts management systems/software.
Requires strong attention to detail in composing materials, establishing priorities, scheduling meeting and arrange travel itineraries.
Must be able to work in a fast paced environment with demonstrated ability to simultaneously manage multiple competing tasks and demands.
Strong interpersonal skills; position continually requires demonstrated poise, tact and diplomacy.
Must be able to handle confidential information and issues effectively and without breach of confidentiality.

Some domestic or international travel may be required. Meeting deadlines as needed.

Shire is the leading global biotechnology company focused on serving people with rare diseases and other highly specialized conditions. We have best-in-class products available in more than 100 countries across core therapeutic areas including Hematology, Immunology, Neuroscience, Lysosomal Storage Disorders, Gastrointestinal / Internal Medicine / Endocrine and Hereditary Angioedema; a growing franchise in Oncology; and an emerging, innovative pipeline in Ophthalmics.

Our employees come to work every day with a shared mission: to develop and deliver breakthrough therapies for the hundreds of millions of people in the world affected by rare diseases and other high-need conditions, and who lack effective therapies to live their lives to the fullest.

Shire is an equal opportunity employer. Shire evaluates qualified applicants without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, protected veteran status, disability/handicap status or any other legally protected characteristic.

EEO is the Law
EEO is the Law - Supplement
Pay Transparency Policy

Reasonable Accommodations
Shire is committed to working with and providing reasonable accommodation to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please call 484-595-8400 and let us know the nature of your request and your contact information.