Global BioDevice & Automation, Coordinator
Zoetis is a global animal health company dedicated to supporting customers and their businesses in ever better ways. Building on 60 years of experience, we deliver quality medicines and vaccines, complemented by diagnostic products and genetic tests and supported by a range of services. We are working every day to better understand and address the real-world challenges faced by those who raise and care for animals in ways they find truly relevant.Our name, Zoetis (z-EH-tis), has its root in zo, familiar in words such as zoo and zoology and derived from zoetic, meaning “pertaining to life.” It signals our company”s dedication to supporting the veterinarians and livestock producers everywhere who raise and care for the farm and companion animals on which we all depend.Zoetis is committed to equal opportunity in the terms and conditions of employment for all employees and job applicants without regard to race, color, religion, sex, sexual orientation, age, gender identity or gender expression, national origin, disability or veteran status.Position Summary:The Senior Coordinator plays an important role in enabling the success of Global BioDevice & Automation in a dynamic and diverse business unit. Functions as an integral part of the organization by providing administrative support to the Vice President directly, and a full range of support to the Leadership Team (LT) as appropriate. Additionally, supporting special projects as needed. They are responsible for maintaining standard operating procedures and best practices for the team. Additionally, focusing on identifying areas of continuous improvement in order to optimize operations for the team. Above all, they are an indispensable resource in problem-solving, delivering results and demonstrating value. Position Responsibilities: * Assist in managing calendars including scheduling of meetings, town halls, reservation of conference rooms, sending meeting requests and arranging for food delivery, as needed. * Assist in preparation of high attendance/off-site meetings, customer visits, tradeshows and education events, i.e. conference rooms, hotels, logistics, events planning, meals, AV equipment, etc. * Prepare and edit various reports, documents, spreadsheets, presentations, and organizational charts using Microsoft Office software, and maintaining associated files * Make and coordinate domestic/international travel arrangements (flights, hotels and ground transportation) through established agencies. Assistance for inbound guests (domestic/international), as needed * Provide project management assistance. * Communication assistance, i.e. internal announcements, email distribution list management, etc. * Expedite flow of work, and initiating follow-up when necessary. * Provide same day shipping/FedEx support * Prepare and maintain expense reports online without error.
* Prepare, maintain, and track Purchase Orders, Accounts Payable invoices, Corporate Credit Card, if applicable, and track spending for the LT members * Manage office supply inventory to ensure availability of needed supplies within budget. * Coordinate on-site interviews with candidates for LT members open positions.
* Create/manage administrative procedures for the office. * Coordinate with facilities management to ensure that facilities issues are reported to the proper responsible organizations and follow-up to ensure they are resolved. * Serve as Ariba back-up support * Secondary administrator of the Engineering time reporting system to include structuring of system to match organizational structure, adding and removing employees as required, adding new projects, closing completed projects, providing regular line and project reports, and providing special-request reports as required. * Coordinate legal document (i.e. Patent assignments, declarations) signatures and filing.
* Provide notary support * Manage the Zoetis Content Review and Clearance (CRC) approval process for global marketing communication materials. Work with all key internal stakeholders (including regulatory, legal, corporate communications and Investor Relations) to secure approval of communications pieces. * Other tasks/special projects, as assigned Education/Experience: * Bachelor”s degree, preferred * 10+ years previous experience as administrative assistant that demonstrates ability to carry out administrative functions proficiently and to complete quality work on a timely basis * Demonstrated resourcefulness, with ability to anticipate needs, prioritize responsibilities and take initiative * Notary public commission, preferred Technical Skills: * Proficiency with complete suite of Microsoft Outlook is required, with strengths in Word, Excel, and PowerPoint. * Ability to take initiative, manage priorities and be productive when working independently with only general supervision during supervisors” absence * Strong organizational skills with proven ability to prioritize and work either independently or a member of a team. * Ability to communicate and work effectively with all levels of management * An innate curiosity and “always-on” desire to find a better way of doing things. * Proficiency at problem solving, and coming to the table with a workable solution for every problem. * An ability to implement programs and tactics with strong follow-up and accountability in achieving results. * Proven record of initiative, resourcefulness and willingness to accept challenges. * Proven experience in project management and in meeting deadlines. * Ability to juggle multiple responsibilities, work under tight and frequent deadlines and be nimble in a fast-paced, results-oriented environment. Physical Position Requirements: * The employee”s usual work location is a standard office environment.