Executive Coordinator

Role Description

 

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:

o   Manage 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

o   Address routine issues on behalf of the SVP

o   For 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

o   Create expense reports for SVP/Head Livestock and Equine, VP of Livestock Marketing, VP/Head of Equine Business, and Head of Poultry

o   Organize catering, resources, and facilities for internal and external events within time and cost constraints

o   Process financial information for the SVP, ensuring accuracy and resolving discrepancies

o   Provide meeting support, including preparing agendas, actively contributing, taking minutes when requested, and consolidating actions

o   Manage timely routing of customer contract signatures needed from the Net Revenue Management team to SVP

o   Manage PO and Ariba requests from SVP and LLT members

o   Compile briefing notes, reports, and relevant background materials to support the SVP’s meeting preparations

Projects:

o   Create, update and own Key Performance Indicator (KPI) summary

o   Proactively share updated KPI report with LLT monthly, leveraging Tableau reports and Animalytix data

o   Support LLT members' ad hoc data needs, leveraging Tableau and Power BI

o   Execute various LLT project activities, as needed

Communication:

o   Serve as the primary point of contact for internal and external queries directed to the SVP, responding with initiative, accuracy, and professionalism

o   Draft 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:

o   Ensure utmost confidentiality with sensitive and personal information

o   Uphold 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

o   Comply with data protection legislation when handling personal and financial information    

 

EDUCATION AND EXPERIENCE

o   Associate degree preferred or equivalent and at least 5 years of experience as an administrative assistant (supporting a Senior Leader preferred)

o   Excellent computer skills, including a high level of proficiency with Microsoft Office, Ariba, and Concur

o   5+ years of experience in a similar role or industry

 

TECHNICAL SKILLS REQUIREMENTS

o   High accuracy with financial and statistical data

o   Exceptional organizational skills, with expertise in time management and planning, and attention to detail

o   Excellent communication skills with an ability to respond with professionalism in verbal as well as, written communication

o   Motivated self-starter, capable of working independently and taking on diverse tasks, as needed

o   Excellent interpersonal skills

o   Reliable, discreet, and honest

o   Excellent judgment, as well as, the ability to work with extremely confidential documents and information

o   Strong ability to handle pressure, meet tight deadlines, and adapt to changing priorities

o   Fluency in English (verbal and written)

 

PHYSICAL POSITION REQUIREMENTS

o   Preferred location is Kansas City, Kansas; however, qualified candidates in other locations will also be considered

o   Ability to work flexible hours

o   Occasional travel within the United States

Full time

Regular

Colleague

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