IT Hub Admin Assistant

MSD is an innovative, global healthcare leader committed to improving health and well-being in 140 countries around the world. We continue to focus our research on conditions that affect millions of people around the world - diseases like Alzheimer's, Diabetes and Cancer - while further expanding our strengths in areas such as vaccines and biologics.

We are seeking an experienced Administrative Assistant who will provide an excellent support to our Managers. In case you are interested to join our unique team, you shall continue reading. We aspire to be the best healthcare company in the world and are dedicated to providing leading innovations and solutions for tomorrow.
Who are we looking for?

Someone who:
- Is fluent in English and Czech (written and spoken)
- Possesses very good organisational skills
- Has got very good communicational skills
- Is the master in time management
- Can operate outlook –  especially calendar management
- Can work with Excel/Power Point – average level is sufficient
- Is a positive person and acts as a team player (crucial)


Your responsibilities:

Calendar / Meetings / Travel
- Maintain overall location schedule for the leadership team members aligned to this position and be single point of contact for being aware of their high-level agenda and locating them as needed) – should have read or edit access to all calendars
- Manage calendars for the leadership team members aligned to this position - the level of calendar management for each LT member is up to their individual preference / discretion – this includes setting up and maintaining staff meetings and 1:1s for the LT members
- Schedules meetings for LT team upon request, prepares all the agendas of the LT meetings and their respective staff meetings and organizes all the logistics linked to them
- Organizes LT-driven meetings with external / MSD non-IT HUB key stakeholders by managing visit agendas and arranging facilities/logistics (e.g. catering, rooms, transportation), and works with Reception and other IT HUB admins to ensure visitor’s travel logistics and conference rooms are arranged and managed
- Manages travel plans and organizing it for the leadership team members aligned to this position
- Documents and distributes the notes from the leadership meetings, and other general administrative reporting


Documentation / Correspondence
- Along with the other administrative assistants, takes care of the delivered and outgoing mail for the members of the IT HUB
- Creates/manages official letters /correspondence – applies to MSD Letterhead, distributes, etc.
- Manages all team email distribution lists for the groups aligned to this position
- Records Management - guide the staff in where / how to keep our information in the appropriate repositories according to Company record management policies/procedures
- In other areas as desired by LT, provide document collection/management function to ensure documents are being named, approved, managed and stored appropriately
- Manages the IT HUB team general filing as required (staff files, objectives, development plans, etc)


Financial, Tax, Legal Management
- Supports the leadership team members aligned to this position by preparing expense reports for submission
- Processes / manages financial transactions as appropriate, and as needed in working with the other administrative assistants manage IT HUB corporate credit cards


Other Administrative Help
- Works with local Sodexo staff to manage the office supplies needed for the team
- Provides system administrative support for access to IT HUB tools such as team spaces
- Taking calls on behalf of the leadership team, taking messages
- Actively in contact and negotiates with vendors, including issuing PO, in coordination with Finance organization and/or Sodexo as appropriate
- Helps the leadership team with the minor organization and administrative tasks and operational problems in order to free them for the key work
- This could include (but not limited to): sending welcome emails and gathering pre-start preferences for new hires such as laptop, mobile phone, and ordering licenses for specialized software
- Becomes knowledgeable about the broader MSD / MSD IT organization and helps IT HUB team members (particularly LT) with inter-company navigation / co-operation
- Provide support when needed to help the workload of the other administrative assistants
- Assist in administering portions of the new hire process



We offer:
- Competitive remuneration
- Position in a leading global healthcare company
- Challenging career
- Professional growth based on performance
- Innovative and flexible working environment
- Wide range of benefits


Your role at MSD is integral to helping the world meet new breakthroughs that affect generations to come, and we’re counting on your skills and inventiveness to help make meaningful contributions to global medical advancement. At MSD, we’re inventing for life.            
            
            

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IT Hub Admin Assistant

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