Gilead Pharmaceutical Limited recruitment for Administrative Assistant, April 2015

Gilead Pharmaceutical Limited is recruiting to fill the position of:


Job Title: Administrative Assistant

Location: Lagos

Job Description

• Maintaining multiple day-to-day calendars and recurring meetings for the department; ability to prioritize appropriately and using good judgment by offering solutions to complex scheduling and meeting planning as needed.
• Be proactive in managing communication (emails, phone calls); screen telephone calls, take messages, redirect calls, and respond to routine inquiries regarding department business.
• Providing meeting coordination, on and off - site, including reservations and attendee communication, setting up audio and video conferencing, as well as catering and preparation of meeting materials as needed.
• Support and execution of travel activities: prepare and coordinate travel, including accommodations and activity planning, both domestic and international, and compile, submit, and track expenses for the Senior level staff.
• Provide clerical support as necessary, including filing, faxing, copying, collating, shipping and all other administrative support.
• Maintain department supplies and equipment.
• Serve as a collaborative member of the organization's administrative team and offer relief support, as needed.
• Provide support for the department documentation management.
• Participate in recruiting efforts by working with the human resources department to schedule interviews, coordinate interview packets and host the candidate. Participate in on-boarding activities.
• Interface effectively with employees and external contacts at all levels.
• Handle confidential material effectively and discreetly.
• Establish, update and maintain departmental files, inventories, and records (paper and electronic).
• Type and format confidential and non-routine documents. Proof work and make changes as necessary and/or composes routine correspondence using predetermined formats.

• HND/B.Sc/BA
• A minimum of 2-3 years of experience in progressively increasing positions of responsibility.
• Proven experience handling confidential and sensitive information.
• Strong knowledge of MS Office (Excel, Word, PowerPoint).
• Ability to learn quickly and take on new challenges as they arise.
• Must be flexible, resourceful, and detail oriented.
• Effective interpersonal and communication skills.
• Pharmaceutical industry experience preferred will be an added advantage
• Excellent analytical, planning and organizational skills with strong attention to detail.
• Skilled in developing collaborative internal and external relationships.
• Ability to multi task and shift priorities quickly.
• Proven ability to work under tight deadlines and pressure in a composed manner.
• Must have excellent customer-service orientation, high degree of professionalism, and ability to work with little or no direction; strong team player.