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Administrative Assistant III

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Administrative & Clerical
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Elsevier
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TEC000ZJ Requisition #
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Elsevier is a global information analytics business that helps institutions advance healthcare, open science, and improve performance for the benefit of humanity. Our innovative technologies help focus research strategies, increase research effectiveness, improve medical outcomes, and enhance the efficiency of healthcare and healthcare education. We operate on a large global scale: Scopus, just one of our suite of products, is the world’s largest abstract and citation database of peer-reviewed literature.


As an administrative assistant in Elsevier’s Research Technology division, you  will provide administrative support to the site Vice President along with location support. You will maximize the use of their time through understanding objectives and efficient execution of job responsibilities.


In this part-time role (24 hours), you will join a small group of administrative assistants supporting the Research Technology department and may occasionally be required to provide back-up support (vacation etc). As part of this team, you will help shape service standards, define what excellent executive support looks like, share ideas with your team mates, learn from best practice, and always be looking to improve.


Your responsibilities


Planning and managing diaries, travel arrangements and meetings


· Overall calendar planning and daily management of agenda via Outlook, anticipating and resolving issues/clashes.
· Plan and prepare for meetings, catch ups with direct reports, peers and other senior leadership.
· Plan and coordinate team and site meetings: agenda planning, invitations, technical requirements, refreshments, minutes, and actions.
· Plan and coordinate detailed travel arrangements.
· Ensure thorough and timely preparation of travel: agenda, flights, itinerary.


 

Expenses and invoices


· Monthly processing of expenses via Finance Portal
· Produce purchase orders, verify and process invoices, assign cost codes and arrange invoice signing, approve invoices in the financial system and arrange payments by Finance


 Administrative Activities


· Establish, manage and maintain a variety of files and records
· Direct requests to relevant areas and follow up on issues specific to the relevant managers
· Prepare reports, presentations, memorandums and spreadsheets, etc
· Perform a variety of administrative tasks and special assignments, while exercising a high degree of discretion and initiative
· Making best use of diverse channels to maximize the effectiveness of our internal communications
· Support onboarding for new starters
· Facility support

 

What you should bring


· Minimum 3 years’ administrative support experience
· Highly professional with excellent interpersonal, organizing and communication skills
· Ability to work autonomously and make sound decisions in handling requests
· Must handle multiple assignments simultaneously, while setting priorities and meeting deadlines
· Strong attention to detail with a sense of urgency
· Proactive attitude and exceptionally organized
· Proven problem-solving skills
· Proficient knowledge of Microsoft (Outlook, Word, Excel, PowerPoint)
 
 
Elsevier is a global information analytics business that helps institutions and professionals progress science, advance healthcare and improve performance for the benefit of humanity. We help researchers make new discoveries, collaborate with their colleagues, and give them the knowledge they need to find funding. We help governments and universities evaluate and improve their research strategies. We help doctors save lives, providing insight for physicians to find the right clinical answers, and we support nurses and other healthcare professionals throughout their careers.
 
Elsevier provides digital solutions and tools in the areas of strategic research management, R&D performance, clinical decision support, and professional education; including ScienceDirect, Scopus, SciVal, ClinicalKey and Sherpath. Elsevier publishes over 2,500 digitized journals, including The Lancet and Cell, more than 35,000 e-book titles and many iconic reference works, including Gray’s Anatomy. Elsevier is part of RELX Group, a global provider of information and analytics for professionals and business customers across industries.
 
Elsevier employs over 7,000 people in more than 70 offices worldwide. We are an employer of choice, attracting and developing talented and creative people who thrive in a challenging and fast-paced environment. We offer an excellent compensation and benefits package as well as a real opportunity for career growth in a growing organization. Elsevier is an equal opportunity employer: qualified applicants are considered for and treated during employment without regard to race, color, creed, religion, sex, national origin, citizenship status, disability status, protected veteran status, age, marital status, sexual orientation, gender identity, genetic information, or any other characteristic protected by law. If a qualified individual with a disability or disabled veteran needs a reasonable accommodation to use or access our online system, that individual should please contact 1.877.734.1938 or accommodations@relx.com. 
 

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