Executive Assistant - Abacus Service Corporation : Job Details

Department: U3413C4101 : U3413C4101 Job Category: Administrative Job Code: Job Title: Executive Assistant Keywords: Number of Positions: 1 Remaining Positions: 1 Duties: Executive Assistant This highly visible position that provides a wide range of advanced administrative duties and projects in support of the Vice Presidents of Global Regulatory Affairs (GRA) and the Head of Regulatory Operations. The nature of the job involves frequent interaction with contacts at all levels of the organization. In addition, there is regular exposure to confidential data, requiring considerable use of tact, integrity, discretion, and judgment. In this position, you are expected to work independently with only general guidance on a variety of special projects. The ideal candidate organizes and prioritizes their work, demonstrates a keen attention to detail and works well under pressure. Job Description Organizes meetings, takes meeting minutes and maintains departmental electronic shared files. Preparation of presentations and data compilation. Works with multiple tasks and deadlines simultaneously. Manages and expedites flow of work and correspondence through the VPs of GRA/Head of RA Operations office and initiates follow-up actions. Prepares letters and memorandums, summarizes and analyzes data, and gathers reports. Collects and presents data for projects and meetings. Independently composes correspondence and materials and sends to both Alcon personnel and/or senior management, as well as outside contacts. Prepares meeting materials and arrangements, reconciles monthly expense reports, coordinates domestic and international travel arrangements, processes financial documents, and orders office supplies. Corresponds with legal to prepare contracts, manage amendments and/or extensions while adhering to compliance and company policy. Manages the flow of and keeps track of invoices. Supports coding, obtains approvals and interacts with Finance/ Accounts Payable to ensure payments are made in an accurate and timely manner, while in conformity with effective policies and procedures. Maintains files with copies of approved invoices and related documents. Manages and maintains multiple calendars; schedules meetings, web conferences and teleconferences, and tracks upcoming meetings and events. Researches a wide variety of complex information requests and compiles information for reports. Independently administers ad hoc or annual projects within company policy. Assists the recruiting department with the interview scheduling and hiring/onboarding processes. Skills: Minimum Requirements Bachelor's Degree or equivalent years of directly related experience (HS+8 yrs; Assc+4 yrs) The ability to fluently read, write, understand and communicate in English Relevant work experience is preferred Education: Bachelor's Degree or equivalent years of directly related experience (HS+8 yrs; Assc+4 yrs) Languages: English Read Write Speak Attachments: Skills and Experience Skills: Required ARRANGE MEETINGS HIGHLY ORGANIZED CODING EXECUTIVE ASSISTANT Additional Languages: English( Speak, Read, Write ) Minimum Degree Required: Also Preferred: Location Client Location Country: United States State/Province: Texas City: Fort Worth Address: 6201 South Freeway, 6201 South Freeway Postal Code: 76134 Work Location Same as Client Location Other Client Location Work Completed Offsite Schedule Start Date: 10/24/2022 Hours Per Week: 40.00 Est. End Date: 10/24/2023 Hours Per Day: 8.00 Schedule Notes: Days Per Week: 5.00 Requisition Custom Fields Subledger Type: SAP - NO SUB LEDGER TYPE APPLIES Work Shift: 1st shift 30 Day Break Taken (internal use only): Date of Break (MM/DD/YY): Date of Return (MM/DD/YY): I/O Number: Requires Work Space: Yes Badge Required: Yes Requires Computer Assets: Yes Requires work Telephone: Yes Network (email) Access Required: Yes