Global Coordinator
Zoetis

Position Summary

The Coordinator plays an important role in enabling the success of Global Coordination. In a dynamic and diverse business unit. Functions as an integral part of the organization by providing administrative support to the Vice President directly, and a full range of support to the Leadership Team (LT) as appropriate. Additionally, supporting special projects as needed. They are responsible for maintaining standard operating procedures and best practices for the team. Additionally, focusing on identifying areas of continuous improvement in order to optimize operations for the team. Above all, they are an indispensable resource in problem-solving, delivering results and demonstrating value.

Responsibilities will also include administrative support for Durham GMS and Site Facilities.

GMS Responsibilities include administrative and operational support for the GMS Leadership Team.

• In conjunction with GMS LT coordinate and execute the Durham GMS annual calendar activities to include, team meetings, leadership meetings, Manufacturing Month, Lunch and Learns and other projects.
• Supporting GMS LT by facilitating on-site and offsite meetings (e.g., reserving conference rooms, meeting space, catering, coordinating attendees and sending invites)

Site Facilities Responsibilities

• Working as part of the entire P2P (Procure to Pay) process which includes Purchase Order creation, invoice payment, invoice payment problem resolution, and new vendor creation. This will involve interfacing with Global Operations Finance team as well as the Zoetis Shared Services team. Additionally, this role will support the Site Safety efforts with SOP creation and modifications.

Position Responsibilities

• Assist in managing calendars including scheduling of meetings, town halls, reservation of conference rooms, sending meeting requests and arranging for food delivery, as needed.

• Assist in preparation of high attendance/off-site meetings, customer visits, tradeshows and education events, i.e. conference rooms, hotels, logistics, events planning, meals, AV equipment, etc.

• Prepare and edit various reports, documents, spreadsheets, presentations, and organizational charts using Microsoft Office software, and maintaining associated files

• Make and coordinate domestic/international travel arrangements (flights, hotels and ground transportation) through established agencies. Assistance for inbound guests (domestic/international), as needed

• Provide project management assistance.

• Communication assistance, i.e. internal announcements, email distribution list management, etc.

• Expedite flow of work, and initiating follow-up when necessary.

• Provide same day shipping/FedEx support

• Prepare and maintain expense reports online without error as needed.

• Prepare, maintain, and track Purchase Orders, Accounts Payable invoices, Corporate Credit Card, if applicable, and track spending for the LT members

• Manage office supply inventory to ensure availability of needed supplies within budget.

• Coordinate on-site interviews with candidates for LT members open positions.

• Create/manage administrative procedures for the office.

• Coordinate with facilities management to ensure that facilities issues are reported to the proper responsible organizations and follow-up to ensure they are resolved.

• Serve as Ariba back-up support

• Proficient in SAP for PO processing and finalizing

• Secondary administrator of the Engineering time reporting system to include structuring of system to match organizational structure, adding and removing employees as required, adding new projects, closing completed projects, providing regular line and project reports, and providing special-request reports as required.

• Coordinate legal document (i.e. Patent assignments, declarations) signatures and filing.

• Provide notary support

• Manage the Zoetis Content Review and Clearance (CRC) approval process for global marketing communication materials. Work with all key internal stakeholders (including regulatory, legal, corporate communications and Investor Relations) to secure approval of communications pieces.

• Other tasks/special projects, as assigned

Organizational Relationships

Support VP of Global BioDevice and the team for Global BioDevices as well as available for support for Operations Finance, and Legal as needed.

Education and Experience

• Bachelor's degree, preferred

• 10+ years previous experience as administrative assistant that demonstrates ability to carry out administrative functions proficiently and to complete quality work on a timely basis

• Demonstrated resourcefulness, with ability to anticipate needs, prioritize responsibilities and take initiative

• Notary public commission, preferred

Technical Skills and Requirements

• Proficiency with complete suite of Microsoft Outlook is required, with strengths in Word, Excel, and PowerPoint.

• Ability to take initiative, manage priorities and be productive when working independently with only general supervision during supervisors' absence

• Strong organizational skills with proven ability to prioritize and work either independently or a member of a team.

• Ability to communicate and work effectively with all levels of management

• An innate curiosity and "always-on" desire to find a better way of doing things.

• Proficiency at problem solving, and coming to the table with a workable solution for every problem.

• An ability to implement programs and tactics with strong follow-up and accountability in achieving results.

• Proven record of initiative, resourcefulness and willingness to accept challenges.

• Proven experience in project management and in meeting deadlines.

• Understanding and experience in SAP

• Ability to juggle multiple responsibilities, work under tight and frequent deadlines and be nimble in a fast paced, results-oriented environment.

Physical Position Requirements

• The employee's usual work location is a standard office environment.

Full time

Regular

Colleague

Any unsolicited resumes sent to Zoetis from a third party, such as an Agency recruiter, including unsolicited resumes sent to a Zoetis mailing address, fax machine or email address, directly to Zoetis employees, or to Zoetis resume database will be considered Zoetis property. Zoetis will NOT pay a fee for any placement resulting from the receipt of an unsolicited resume.

Zoetis will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees. This includes any Agency that is an approved/engaged vendor but does not have the appropriate approvals to be engaged on a search.

Zoetis is committed to equal opportunity in the terms and conditions of employment for all employees and job applicants without regard to race, color, religion, sex, sexual orientation, age, gender identity or gender expression, national origin, disability or veteran status or any other protected classification. Disabled individuals are given an equal opportunity to use our online application system. We offer reasonable accommodations as an alternative if requested by an individual with a disability. Please contact Zoetis Colleague Services at zoetiscolleagueservices@zoetis.com to request an accommodation. Zoetis also complies with all applicable national, state and local laws governing nondiscrimination in employment as well as employment eligibility verification requirements of the Immigration and Nationality Act. All applicants must possess or obtain authorization to work in the US for Zoetis. Zoetis retains sole and exclusive discretion to pursue sponsorship for the acquisition or maintenance of nonimmigrant status and employment eligibility, considering factors such as availability of qualified US workers. Individuals requiring sponsorship must disclose this fact. Please note that Zoetis seeks information related to job applications from candidates for jobs in the U.S. solely via the following: (1) our company website at www.Zoetis.com/careers site, or (2) via email to/from addresses using only the Zoetis domain of "@zoetis.com". In addition, Zoetis does not use Google Hangout for any recruitment related activities. Any solicitation or request for information related to job applications with Zoetis via any other means and/or utilizing email addresses with any other domain should be disregarded. In addition, Zoetis will never ask candidates to make any type of personal financial investment related to gaining employment with Zoetis.

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