Sr. Admin Assistant - CLAR, Global Aquaculture & PAH

States considered:

ROLE SUMMARY:

The Senior Administrative Assistant provides comprehensive administrative support to the RP CLAR, Aqua & PAH and the Leadership Team and is responsible for ensuring smooth operations. This role acts as the central communication hub for the RP's office, with focus on smooth flow of information both internally and externally. They also undertake project activities and supports communications within the region and the Clusters.

KEY RESPONSIBILITIES:

Administrative Support

• Manage the RP's calendar, including scheduling appointments, meetings, and resolving conflicts.

• Address routine issues on behalf of the RP.

• Coordinate travel, accommodation, and logistics for external meetings and conferences, offering guidance to attendees managing their own arrangements.

• Create expense reports, incl. global mobility reporting requirements for the RP.

• Organize catering, resources, and facilities for internal and external events within time and cost constraints.

• Process financial information for the RP, ensuring accuracy and resolving discrepancies.

• Provide meeting support, including preparing agendas, attending when required, taking minutes, and consolidating actions.

• Compile briefing notes, reports, and relevant background materials to support the RP's meeting preparations.

• Play a key role in preparing and organizing market visits of the CEO/ ZET members/ RP in the region.

Projects

• Execute various project activities as needed.

• Provide ad hoc support to the Cluster and shared services.

Communication

• Serve as the primary point of contact for internal and external queries directed to the RP, responding with initiative and professionalism.

• Draft and distribute clear and effective communications from the RP's office and Leadership Team through appropriate channels.

• Support the Regional Communications Lead by assisting with drafting, distributing communications, and performing related tasks.

Compliance

• Ensure utmost confidentiality with sensitive and personal information.

• Uphold high standards of business conduct and compliance, adhering to Pharmacovigilance Policy, Global Vet Policy, Zoetis values, travel and expense policies, and local codes of practice.

• Comply with data protection legislation when handling personal and financial information.

Key Skills

• attention to detail.

• Exceptional organizational skills, with expertise in time management and planning, and attention to detail.

• Excellent communication skills with an ability to respond with professionalism in verbal as well as written communication

• Proactive and capable of working independently.

• Excellent interpersonal skills.

• Reliable, discreet, and honest.

• Excellent judgment as well as the ability to work with extremely confidential documents and information

• Strong ability to handle pressure, meet tight deadlines, and adapt to changing priorities.

• Motivated self-starter willing to take on diverse tasks as needed.

• Ability to work flexible hours

Behaviors

Our Colleagues make the difference

• Find innovative solutions in challenging environment within legal and compliance restrictions

• Help others with your knowledge. Be the source of answers, not the provider of more questions

• Undertake project activities with a sense of urgency and focus

Always do the right thing

• Be an ambassador for the things we stand for as a business

• Be open, clear and correct in all communications

Customer obsessed

• Sustain customer confidence with your discretion and honesty

• Challenge yourself to consider how your current work contributes to achieving our Vision

Run it like you own it

• Follow through. Do what you say you'll do and see it through to the end

• Be an enabler of action. Say 'no' when you have to, but try to say 'yes' often

• Make bold decisions to enhance the distinctiveness and reputation of Zoetis

We are one Zoetis

• Join in the exchange of opinion, discussion, debate and collaboration

• Be visible, be available and be generous - with time, support and praise.

Training and Qualifications

• Associate degree preferred or equivalent and no less than 5 years of experience as an administrative assistant (supporting a Senior Leader preferred)

• Excellent propitiations skills for calendar maneuvering

• Excellent computer skills and a high level of proficiency with PowerPoint, Excel, Word, Outlook, Microsoft Teams, Ariba, and Concur

8+ years of experience in a similar role or industry.

• Fluency in English (verbal and written) is a must.

• Additional languages are a plus.

Travel Requirements:

• Occasional travel within the country

• Occasional foreign travel

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.