Executive Assistant - (R1034100) in Research Triangle Park, NC at IQVIA™

Date Posted: 7/5/2018

Job Snapshot

Job Description



Description

Launched in 2015, Q2 Solutions is a leading global clinical trials laboratory services organization.  We help biopharmaceutical, medical device and diagnostics customers improve human health through innovation that transforms science and data into actionable medical insights. Q2 Solutions is a quality driven, responsive partner with strong global experience and deep scientific and medical expertise.  The Q2 Solutions joint venture was formed by Quintiles and Quest Diagnostics, combining the best of each parent organizations clinical trials laboratory services capabilities.
 
PURPOSE 
 
The Executive Assistant will be responsible for supporting the CEO with coordination and projects by utilizing tools to schedule track and manage progress, processes and resources. Once trained, will require advanced knowledge of interrelated department activities, operations, and purpose, with an understanding of how those fit into the business strategy. Responsible for effective calendar, email, travel, expense management, and daily coordination for the CEO and in some cases, the extended team. This position will include broad global business responsibilities necessitating high level contact and exposure to highly confidential information requiring considerable use of tact, diplomacy, discretion, and judgment.  Professionally represents the Executive Office to internal and external clients.

RESPONSIBILITIES
 
• Schedule appointments as determined by priority.
• Prepare and compose correspondence and reports.
• Maintain all files including training records.
• Coordinate travel schedules, arrange meetings and teleconferences.
• Responsible for preparation and timely submission of expense reports as requested by management.
• Filter all telephone calls, mail and email; dispersing and handling as appropriate.
• Receive, photocopy, distribute, and file a variety of incoming and outgoing correspondence and reports.
• Responsible for all incoming and outgoing mail and correspondence including but not limited to faxes, courier deliveries, etc.
• Taking and distribute internal meeting minutes.
• Coordinate business meetings involving internal or external clients or departmental meetings.
• Ensure that communications from the Executive's office to business unit heads are promptly and accurately dispatched.
• Support management in recruiting process and new employee departmental set up and orientation.
• Produce and maintain process flow charts and organizational charts for department.
• Submit staff expense reports in a timely manner.
• Maintain database to track appropriate departmental information.
• Serve on projects as directed by management.
• Serve as an information source for executive, answering questions, making referrals as required, and conducting required research.
• Participate in the planning, coordination, and preparation of major business meetings, luncheons, and dinners involving both internal and external clients, departments and companies (including attendance at off-site study specific meetings as
required).
• May act as team leader of assistants of the executive's management team, ensuring special projects are completed within required timeframes.
• Gather, research and analyze data and prepare reports (including conclusions and recommendations for solutions).
• Responsible for Board of Director meeting preparations including all logistics planning, booking dinner reservations, preparing documentations and coordinating travel and any additional activities.
• Function as IT contact and coordinate maintenance and upgrading of hardware/software systems within specific unit.
• Responsible for P-Card activities including but not limited to the ordering of supplies and submitting Visa statements in a timely manner.
• Develop and design improved administrative procedures to promote the timely processing and submission of all administrative deliverables.
• Coordinate and plan facility needs (space, equipment, etc).
• Develop and implement an efficient work flow and information tracking/retrieval system across all assigned projects, and maintains/archives files and records.
• When manager is on travel or out of office take the initiative to review, prioritize and make decisions as to what is routine and critical correspondence and email. Respond to routine items and forward urgent issues to appropriate individuals.
• Perform other duties as required.

Job Requirements

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Proficient with Microsoft Office applications.
• Prefer experience with SharePoint, PeopleSoft Financials and Workday
• Experience with booking global travel and meetings
• Experience working directly with Executive teams
• Experience with prioritizing workloads to meet deadlines 
• Prefer experience working with a Board of Directors
• Proven ability to establish and maintain effective working relationships with co-workers, managers and clients.
• Proven ability to exercise judgment with procedures and practices to determine appropriate action.
• Ability to deal with routine matters.
• Ability to work within well defined guidelines and procedures.
• Ability to work independently and manage time efficiently.

MINIMUM REQUIRED EDUCATION AND EXPERIENCE
 
• High School diploma with 4 years' related experience; or equivalent combination of education, training and experience.

 
EEO Minorities/Females/Protected Veterans/Disabled

Job ID: R1034100