Senior Administrative Assistant

Job Description Our company is a global health care leader with a diversified portfolio of prescription medicines, vaccines and animal health products. Today, we are building a new kind of healthcare company – one that is ready to help create a healthier future for all of us. Our ability to excel depends on the integrity, knowledge, imagination, skill, and teamwork of our employees. To this end, we strive to create an environment of mutual respect, encouragement and teamwork. Our employees are part of a global team, with the opportunity to collaborate with talented and dedicated colleagues while developing and expanding their careers. Role Summary We are looking for a talented and motivated Senior Associate, Administrative Services, to provide proactive, high-quality, and reliable administrative support to the Intellectual Property legal group (“IP Group”), a part of the Office of the General Counsel (“OGC”). The individual in this role will coordinate and perform multiple administrative tasks in a dynamic environment. This position requires initiative, attention to detail and the ability to learn quickly with a demonstrated ability and willingness to continuously acquire new competencies. It also requires good judgment, confidentiality, a strong work ethic, a high degree of accountability, and exceptional organizational and computer skills. Responsibilities and Primary Activities Prepare, edit, and assist with various documents, memos, correspondence and reports, under guidance and supervision of attorneys. Perform advanced clerical duties. Manage multiple calendars and scheduling tasks. Review and approve invoices for compliance with billing guidelines; create matters within billing system; assist with financial matter management and budget planning. Track weekly schedules for team members. Manage outside visitors and meetings. Coordinate travel and process expense reports. Maintain a strong working knowledge of AI tools and platforms and proactively identify opportunities to leverage AI in day-to-day activities. Assist in maintaining and updating team websites, SharePoint sites and other web resources. Sort and review correspondence on a daily basis; organize and maintain electronic and physical filing systems in accordance with records retention policies. Coordinate and perform multiple tasks while understanding the project principles and technical skills related to own work assignments. Communicate and interact effectively with internal and external stakeholders. Reliably handle confidential and sensitive legal issues. Help coordinate special projects within the Intellectual Property legal group. Minimum Requirements High School Diploma or equivalent. Minimum of 5 years of administrative assistant experience or 3 years of paralegal experience. Advanced computer skills using MS Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, OneNote, Teams, etc.), enterprise communication and travel solutions, and other company software and hardware tools, leveraging their full capabilities to maximize productivity and streamline departmental workflows. An openness to adopting new solutions that enhance efficiency and support the department's strategic objectives. Experience processing expense reports, travel reservations, and invoices. Experience scheduling meetings and managing calendars. Ability to apply independent judgment, creativity, and problem-solving capabilities. Ability to handle and prioritize multiple work assignments. Experience with financial and budget tasks. High-level of attention to detail and organization. Strong communication and people skills. Collaborative, inquisitive, adaptive, and flexible. Enthusiastic, self-motivated team player with a strong work ethic. Preferred Requirements Advanced education (e.g., Bachelor’s or associate degree) or certifications (e.g. Certified Administrative Professional, Paralegal Studies Certificate, Project Management Professional Certification, Professional in Human Resources Certification) Administrative experience supporting executives (Senior Director, Executive Director, or above). Experience as an IP administrative associate in a corporate or law firm setting. Concur and Tymetrix360 ebilling system. Intellectual Property specific systems (e.g., Clarivate’s First to File and TIPMS). Notary public commission. Documented experience as a strong performer in current and past positions #MSJR The salary range for this role is: $82,700 - $130,200 This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. An employee’s position within the salary range will be based on several factors including, but not limited to relevant education, qualifications, certifications, experience, skills, geographic location, government requirements, and business or organizational needs. The successful candidate will be eligible for annual bonus and long-term incentive, if applicable. We offer a comprehensive package of benefits. Available benefits include medical, dental, vision healthcare and other insurance benefits (for employee and family), retirement benefits, including 401(k), paid holidays, vacation, and compassionate and sick days. Required Skills: Ability to Coordinate, Ability to Coordinate, Budget Administration, Calendar Management, Competency Management, Data Entry, Document Management, File Management, Financial Budgeting, Independent Thinking, Invoice Auditing, Meeting Facilitation, Microsoft OneNote, Microsoft PowerPoint, Multitasking, Office Applications, Office Equipment, Process Improvements, Processing Expense Reports, Project Management, Scheduling, Software Proficiency, Task Allocation, Team Coordination, Travel and Expense Management {+ 2 more} Preferred Skills: Administrative Support Current Employees apply HERE Current Contingent Workers apply HERE US and Puerto Rico Residents Only: Our company is committed to inclusion, ensuring that candidates can engage in a hiring process that exhibits their true capabilities. Please click here if you need an accommodation during the application or hiring process. As an Equal Employment Opportunity Employer, we provide equal opportunities to all employees and applicants for employment and prohibit discrimination on the basis of race, color, age, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status, or other applicable legally protected characteristics. As a feder