Share this Job
Apply now »

Title:  Administrative Assistant

Requisition ID:  55634
Date:  Sep 22, 2022
Location: 

Tempe, Arizona, US

Department:  Administration
Description: 

 

 

Working at West means having an opportunity to work by the side of our patients and customers, our global team members and the communities in which we operate – which all help contribute to a Healthier World.

 

At West, we are by the side of patients. The work we do impacts patients’ lives each and every day – our products are a critical part of healthcare delivery and we are proud of the role we play to improve patient health. We work by the side of our team members. We come together as one global team to deliver for our customers and help them address their challenges. We are a diverse, close-knit community of professionals, where everyone has a voice and opportunity to learn and grow through mutual trust and respect. With a 95 year plus history, we have a track record for success, which includes reported sales of $2.14B in 2020. We serve by the side of our community. Giving back is in our DNA—our team members across more than 50 sites globally are involved with hundreds of charities that have special meaning to them through our West Without Borders team member-led giving program.

 

Position Summary:  

 

In this role, you will under direct supervision, assists department with clerical/data entry items, travel matters, calendars, visitors, office supplies, etc. Deals with a diverse group of important internal and external customers. Relies on experience and judgment to plan and prioritize, as well as handle a wide variety of situations and conflicts.

 

Essential Duties and Responsibilities:

 

  • Lobby opening procedures
    • Unlock all cabinets
    • Re-stock coffee supplies and utensils at the coffee station
    • Ensure the front lobby is kept clean and always organized
    • Ensure security and confidentiality is always held to the highest standard
    • Maintain security by following procedures, monitoring logbooks and issuing badges
    • Assist visitors by maintaining employee directories along with giving instructions
    • Screen all employees/visitors 

 

  • Visitors Location
    • Welcome and greet incoming/outgoing visitors
    • Maintain positive and professional relationship with visitors
    • Manage visitors I.D. badges and door access badges
    • Manage visitors guide
    • Supply visitor’s safety glasses  
    • Manage sites visitor event notification (Back Up)

 

  • Answering phone calls
    • Direct calls and transfer voicemails to appropriate personnel
    • Take detailed messages

 

  • Mail
    • Sort and process outgoing mail/ incoming mail for all staff
    • Draft general correspondence, faxes, emails, etc. and distribute as required
    • Other duties as assigned

 

  • Lunch Meetings
    • Assist in setup for all catering
    • Schedule lunch for customers and visitors per request (Back Up)
    • Schedule lunch for Managers or Supervisors per request (Back Up)

 

  • Conference Room
    • Re-stock drinks
    • Organize
    • Clean
    • Schedule meetings per request

 

  • Supplies
    • Costco supplies- Manage all kitchen supplies, utensils, cups, plates, waters, sodas, teas, coffees, k-cups, creamers, sugars, honey, etc., order and re-stock items
    • Staples supplies-Manage all office supplies, order, and re-stock items
    • Staples supplies-Manage production office supply cabinet, order, and re-stock items
    • Process Accounting supplies per request

 

  • Others
    • Support Managers and Supervisors with general operational tasks
    • Out of office errands for Management/Staff as needed
    • M-W-F Inner office bag distribute incoming mails
    • Process employee Trip reduction log and registration forms
    • Assist with AZ West Without Borders (WWOB) Campaign and fundraising

 

  • Lobby closing procedures
    • Clean conference room for the next day
    • Secure front area upon departure
    • Set up new vendors in QAD
    • Process SAP Requisitions and PO’s

 

  • Supply Chain             
    • Set up new vendors in QAD
    • Process SAP Requisitions and PO’s

 

  • D&T    
    • Misc. Projects

 

  • AZ Site Responsibilities         
    • Trip Coordinator for all AZ Sites
    • Assist weekly at all AZ Sites with needs – PHX/RCKF/SOC/SDC  

 

Basic Qualifications:

 

  • Education: High School or Equivalent; Associates, Bachelors or equivalent experience preferred
  • Experience: 0-3 years
  • Customer service
  • Phone Etiquette
  • Discretion
  • Listening
  • Acute attention to detail
  • Strong verbal and written communication skills
  • Ability to create, compose, and edit written materials.
  • Intermediate level of experience with Microsoft Office Suite
  • Familiarity with office equipment, such as fax machines, copy machines, and phone systems
  • Organizing and coordinating skills
  • Prioritization and problem-solving
  • Research and analysis
  • Records maintenance skills
  • Ability to handle multiple tasks and duties simultaneously
  • SAP knowledge a plus
  • Other duties as assigned

 

Preferred Knowledge, Skills, and Abilities:

 

  • Independently motivated, with the ability to take on tasks and duties without immediate direction
  • Ability to work independently and as a member of various teams.
  • Ability to build and maintain positive working relationships
  • Ability to work well under pressure

 

Travel Requirements:

 

  • Must be able to travel 25% of the time

 

 

 

 

 

 

 

 

 

West is an equal opportunity employer and we value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sex, gender identity, sexual orientation, age, marital status, veteran status, or disability status.  If you have a special need that requires accommodation in order to apply to West, please send an email to Apply.Accommodation@westpharma.com.  Where permitted by law, an offer of employment with West Pharmaceutical Services, or any of its subsidiary or affiliate companies, is contingent upon the satisfactory completion of background screening and/or a pre-employment drug screening.

Apply now »