RoleDescription
POSITION SUMMARY
The Executive Coordinator provides comprehensive administrative support to the Senior Vice President, Head of U.S. Livestock and Equine, the Livestock Leadership Team (LLT), and is responsible for ensuring smooth operations. This role acts as the central communication hub for the SVP’s office, with a focus on the smooth flow of information both internally and externally. They also undertake project activities and support communications within the Livestock Business Unit.
POSITION RESPONSIBILITIES
Administrative Support:
oManage the SVP/Head Livestock and Equine, VP of Livestock Marketing, VP/Head of Equine, and Head of Poultry’s calendars as requested, including scheduling appointments, meetings, and resolving conflicts
oAddress routine issues on behalf of the SVP
oFor SVP/Head Livestock and Equine, VP of Livestock Marketing, VP/Head of Equine, and Head of Poultry, coordinate travel, accommodation, and logistics for external meetings and conferences, offering guidance to attendees managing their own arrangements
oCreate expense reports for SVP/Head Livestock and Equine, VP of Livestock Marketing, VP/Head of Equine Business, and Head of Poultry
oOrganize catering, resources, and facilities for internal and external events within time and cost constraints
oProcess financial information for the SVP, ensuring accuracy and resolving discrepancies
oProvide meeting support, including preparing agendas, actively contributing, taking minutes when requested, and consolidating actions
oManage timely routing of customer contract signatures needed from the Net Revenue Management team to SVP
oManage PO and Ariba requests from SVP and LLT members
oCompile briefing notes, reports, and relevant background materials to support the SVP’s meeting preparations
Projects:
oCreate, update and own Key Performance Indicator (KPI) summary
oProactively share updated KPI report with LLT monthly, leveraging Tableau reports and Animalytix data
oSupport LLT members' ad hoc data needs, leveraging Tableau and Power BI
oExecute various LLT project activities, as needed
Communication:
oServe as the primary point of contact for internal and external queries directed to the SVP, responding with initiative, accuracy, and professionalism
oDraft and distribute clear and effective communications from the SVP’s office and LLT through appropriate channels and in collaboration with the Head of Livestock Communications
Compliance:
oEnsure utmost confidentiality with sensitive and personal information
oUphold high standards of business conduct and compliance, adhering to Pharmacovigilance Policy, Global Vet Policy, Zoetis values, travel and expense policies, and local codes of practice
oComply with data protection legislation when handling personal and financial information
EDUCATION AND EXPERIENCE
oAssociate degree preferred or equivalent and at least 5 years of experience as an administrative assistant (supporting a Senior Leader preferred)
oExcellent computer skills, including a high level of proficiency with Microsoft Office, Ariba, and Concur
o5+ years of experience in a similar role or industry
TECHNICAL SKILLS REQUIREMENTS
oHigh accuracy with financial and statistical data
oExceptional organizational skills, with expertise in time management and planning, and attention to detail
oExcellent communication skills with an ability to respond with professionalism in verbal as well as, written communication
oMotivated self-starter, capable of working independently and taking on diverse tasks, as needed
oExcellent interpersonal skills
oReliable, discreet, and honest
oExcellent judgment, as well as, the ability to work with extremely confidential documents and information
oStrong ability to handle pressure, meet tight deadlines, and adapt to changing priorities
oFluency in English (verbal and written)
PHYSICAL POSITION REQUIREMENTS
oPreferred location is Kansas City, Kansas; however, qualified candidates in other locations will also be considered
oAbility to work flexible hours
oOccasional travel within the United States
Full timeRegularColleague
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