Public Affairs & Communication Assistant

JOB TITLE: Public Affair & Communication Assistant

LOCATION: Clayton, NC

DURATION: 6 months

TOP SKILLS PER MGR:

• Experience supporting senior leaders or executives
• Strong organizational, project coordination, and stakeholder management skills
• Excellent communication and discretion when handling sensitive information
• The ability to manage multiple priorities in a fast-paced environment

PURPOSE

• Performs administrative, clerical & process support. Assists the VP/Director &/or department leadership team in document controlling, scheduling, meeting logistics, social activities, travel coordination, presentation development, onboarding & KPI tracking.
• This position will work alongside the VP/Director & require a high level of confidentiality.

ESSENTIAL FUNCTIONS

• Own & lead projects as assigned under direction of department leader, to include ensuring project is managed from origination through completion within the defined scope, cost & time constraints
• Own calendar, manage schedules, anticipate needs & effectively manage department leader s time, to ensure the needs of the customer are met
• Maintain and create reports &department metrics using various tools such as Client Excel/PowerPoint/Teams, SharePoint, etc.
• Ability to plan, design & execute both moderate to large scale meetings/off-site events, as well as virtual meetings & events
• Create, design and/or edit presentations for meetings/events
• Plan all internal meetings & events for the department, to include managing the agenda, logistics, presentations, coordinating output & actions and catering/organizing off-site dinners
• Prepare & submit expense reports on behalf of management in compliance with Client's policies
• Manage & coordinate complex travel arrangements & itineraries while ensuring flights, accommodations, ground &/or rental transportation are reserved
• Support the Public Affairs and Communication team with tasks & social activities as needed
• Order & maintain supplies needed to support the Public Affairs and Communication Team
• Set-up & maintain 5S standards for documentation, admin & storage areas
• Support social media campaigns related to Viva Engage Page and other department related social media outlets
• Suggests & implements process improvement & standardization updates
• Exercise excellent communication skills to represent the department
• Perform a wide range of administrative duties highly confidential in nature
• Partner & collaborate closely with local colleagues
• Follow all safety & environmental requirements in the performance of duties
• Create and Manage batch records
• Follow all safety & environmental requirements in the performance of duties
• Other accountabilities, as assigned

PHYSICAL REQUIREMENTS

• Ability to work in an open office environment with the possibility of frequent distraction.
• Ability to travel up to 10% of the time (from site to site).

QUALIFICATIONS

• Bachelor's Degree from an accredited university in a related field of study required
• May consider an Associate s degree from an accredited university with a minimum of two (2) years of experience in an administrative field required, preferably in a pharmaceutical environment
• May consider a High School Diploma or equivalent with a minimum of four (4) years of experience in an administrative field required, preferably in a pharmaceutical environment
• Minimum of four (4) years of experience in an administrative field preferred, preferably in a pharmaceutical environment
• Ability to problem solve & navigate complex assignments preferred
• Strong knowledge & experience using Client Office applications including: Word, Excel, PowerPoint & Outlook required
• Pharmaceutical experience a plus
• Demonstrates excellent organizational & planning skills with a high level of attention to detail preferred