Administrative Skills, Ariba, Billing, Biotech and Pharmaceutical, Calendar Management, Call Centers, Candidate Screening, Communication Skills, Corporate Policies, Customer Support/Service, Detail Oriented, Establish Priorities, Executive Assistant Skills , Expense Reports, Finance, Follow Through, Hematology, Identify Issues, Medical Products, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Oncology, Order Supplies, Organizational Skills, Presentation/Verbal Skills, Problem Solving Skills, Project/Program Management, Purchase Orders, Systems Maintenance, Time Management, Travel Planning, Writing Skills
Chadds Ford, Pennsylvania
A global biopharmaceutical company on a mission to Solve On, Incyte follows science to find solutions for patients with unmet medical needs. Through the discovery, development, and commercialization of proprietary therapeutics, Incyte has established a portfolio of first-in-class medicines for patients and a strong pipeline of products in Hematology, Oncology and Inflammation and Autoimmunity
Headquartered in Wilmington, Delaware, Incyte has operations in North America, Europe, and Asia.
Job Summary (Primary function)
The Senior Administrative Assistant handles a wide range of administrative and executive support related tasks.
Essential Functions of the Job (Key responsibilities)
- Serve as back-ups to other executive assistants in the company.
- Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, to coordinate a variety of complex meetings.
- Answer emails and direct incoming messages to appropriate party promptly and efficiently.
- Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
- Make travel arrangements, prepare travel itineraries, process meeting registrations, and prepare expense reports.
- Process invoices.
- Orientate new hires to the group.
- Assist in presentation preparation.
- Process membership renewals; order journal articles.
- Order supplies.
- Prepare FedEx shipments.
- Maintain filing system.
- Copying as assigned.
Work closely with contract sponsors to open and manage purchase orders (POs) with timeliness and quality in accordance with company policies and procedures
- Submit all POs into Ariba (or similar finance tool) upon notification of contract execution
- Manage all POs increase requests and ensure contract sponsor is notified if contract amendment is needed
- Support troubleshooting and resolution of POs and invoice issues
Qualifications (Minimal acceptable level of education, work experience, and competency)
- Excellent written and verbal communication skills with a strong attention to detail is essential.
- 5+ years’ experience supporting at the executive level.
- Experience assisting management with the creation of PowerPoint presentations.
- Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook.
- Experience scheduling travel arrangements for management.
- Must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a busy group of diverse people and programs.
- Able to analyze and solve problems.
- Must possess a customer service orientation.
- Six months or more experience in a call center environment.
- Proficient in computer applications.
- Good keyboard skills.
- Knowledge of administration and clerical processes.
- Possess the ability to interact with staff (at all levels) in a fast paced environment, under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.
- Prior experience working within a Pharmaceutical/Biotech company preferred.
Disclaimer: The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, and qualifications. Management reserves the right to change or modify such duties as required.
Incyte Corporation is committed to creating a diverse environment and is proud to be an equal opportunity employer.
We Respect Your Privacy
Learn more at: http://www.incyte.com/privacy-policy
The Incyte hiring organization processes your personal data to manage your job application in order to enter into an employment relationship with you if you are the successful candidate.
During the process, you may be asked to respond to questions that will screen out your application if you do not meet certain objective criteria required by the job. You can learn more about this process here.
You may have the right to access, delete, restrict, edit, move, or object to the use of your personal data. You may also have a right to report concerns to the authority responsible for data privacy in the country where the position is based or where you live or work.
You can learn more about Incyte’s data protection practices here. By accessing this link you can learn about the types of personal data we collect, how we use it, whether collection and processing is optional, sources of the personal data we process, how it is shared, where it is stored or transferred to, how long we keep it, and contact information for Incyte, Incyte’s data protection officer, and your supervisory authority (if applicable).
Please contact privacy@incyte.com if you have any questions or concerns or would like to exercise your rights.