Executive Assistance to General Manager

Description

Job Summary: The Executive Assistant to the General Manager will provide comprehensive administrative support to ensure efficient operation of the GM’s office. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple tasks effectively in a fast-paced environment.

Key Responsibilities:

Calendar Management:
-Organize and manage the GM’s calendar, scheduling meetings, appointments, and travel arrangements.
-Prioritize and coordinate daily activities to maximize productivity.

Communication Liaison:
-Serve as the primary point of contact for internal and external communications on behalf of the GM.
-Handle emails, phone calls, and written correspondence with professionalism and discretion.

Meeting Coordination:
-Prepare agendas, organize logistics, and take minutes during meetings.
-Follow up on action items and ensure timely completion of tasks.

Travel Arrangements:
-Plan and coordinate travel itineraries, including flights, accommodations, and transportation.
-Prepare travel expense reports and manage travel-related budgets.

Document Preparation:
-Draft, edit, and finalize reports, presentations, and other documents as needed.
-Maintain organized and accessible filing systems for important documents.

Project Support:
-Assist in tracking projects, deadlines, and deliverables related to the GM’s initiatives.
-Conduct research and gather information to support decision-making.

Office Management:
-Oversee the procurement and maintenance of office technology (computers, printers, software, iPad and Mobile Phone) and other necessary procurement required
-Coordinate and negotiate with vendors and service providers as necessary.

Event Planning:
-Organize internal and external events, including team meetings, training sessions, and conferences.
-Handle logistics, catering, and materials for events.

Staff Support:
-Assist with onboarding new employees, including workspace setup.
-Provide support to staff members as needed for office-related inquiries by coordinating with HR and Relevant Units.

Health and Safety Compliance:
-Ensure the office complies with health and safety regulations.
-Coordinate emergency preparedness plans and training.

Confidentiality and Discretion:
-Manage sensitive information with confidentiality and professionalism.
-Build trust with team members and stakeholders through effective communication.
-Industrial News Updates
-Assist the GM in updating the industrial news and activities.

Special projects as assigned, if any
Required skills and qualifications

Four or more years of experience in an Executive Assistant reporting directly to upper management
Excellent written and verbal communication skills
Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
Proficiency with office productivity tools and an aptitude for learning new software and systems
Flexible team player, willing to adapt to changes and unafraid of challenges
Ability to maintain confidentiality of information related to the company and its employees
Experience in overseeing budgets and expenses, if any.

About Zoetis

At Zoetis, our purpose is to nurture the world and humankind by advancing care for animals. As a Fortune 500 company and the world leader in animal health, we discover, develop, manufacture and commercialize vaccines, medicines, diagnostics and other technologies for companion animals and livestock. We know our people drive our success. Our award-winning culture, built around our Core Beliefs, focuses on our colleagues’ careers, connection and support. We offer competitive healthcare and retirement savings benefits, along with an array of benefits, policies and programs to support employee well-being in every sense, from health and financial wellness to family and lifestyle resources.

Diversity, Equity & Inclusion

Connected to our purpose and Core Beliefs, at Zoetis, we lead with inclusion. Our Diversity, Equity & Inclusion (DE&I) focus helps create an environment where each colleague can thrive. Our commitment to DE&I begins with our leadership team of diverse backgrounds, experiences and ethnicities, and it is demonstrated in our support of our colleagues and the animal health industry. We have nine colleague resources groups whose members spread awareness, foster inclusivity and make a positive impact on our business and communities.

Our commitment to advancing Diversity, Equity and Inclusion has earned us recognitions as a 2024 Catalyst Award recipient and a Top 50 Company for Workplace Fairness by Fair360 (formerly DiversityInc). Zoetis has also been named a Best Place to Work for LGBTQ+ Equality, a Best Company for Working Parents, a Top Company for Executive Women, among many others. Learn more here.

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