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CW-Administrative Coordinator

2 months ago

Prague, Czech Republic Amgen Full time

CW-Administrative Coordinator

Full time job with 1 year contract in cooperation with Personnel Agency

Accountabilities to management and staff

Provides administrative support for a department/Business Unit through the delivery of a variety of business services

Responsibilities

• Serves as a primary contact for one or multiple departments and coordinates ongoing processes for the team:

  • Screens and acts on incoming phone calls and e-mails; provides service and handles complaints

  • Maintains distribution and personnel lists

  • Coordinates mailings and courier/deliveries

  • Manages department operations: filing, develops databases, tracks budgets, ensures stationary orders, etc.

  • Coordinates functional processes such as invoicing and payments or preparation and distribution of promotional material

  • Manages the administrative aspects of relationships with outside vendors

  • Participates in department project teams

  • May provide training, guidance and orientation to new team members

• Ensures timely coordination of department members’ administrative needs:

  • Manages calendars

  • Coordinates local and international meetings; arranges travel, meeting arrangements, visitor accommodations

  • Organises meeting rooms, including logistics, catering and equipment needs

  • Prepares agendas, takes and completes committee meeting minutes; coordinates distribution and follows up on action items

  • Independently responds to routine correspondence, determines best approach and presentation when preparing and formatting correspondence, memoranda, reports and presentations

Minimum Requirements

  • High School Diploma

  • Minimum 3 to 5 years related experience in administrative support role

  • Experience using MS Office tools

  • Fluency in local language and English

Preferred Requirements

  • Experience in similar or related disciplinary and/or international environment

  • Basic knowledge of the function/business area supported such as safety, sales, customer service, etc.

  • Familiarity with terminology of area supported such as Marketing, Medical, Clinical Research, Logistics etc.

Competencies

  • Communicates details clearly and accurately; both orally and in writing

  • Modifies communication style as appropriate for the audience; may regularly interact with clients and executives

  • Identifies and balances multiple priorities and the needs of multiple teams

  • Takes a proactive approach to identifying breakdowns in service, information flow and process; resolves issues appropriately

  • Demonstrates a service-oriented approach to all activities

  • Demonstrates a willingness to learn new approaches and to adapt to change

  • Leads by example in promoting teamwork

  • Applies attention to detail