Administrative Assistant

Administrative Specialist – Product Sustainability, Quality, & Logistics

Zoetis Veterinary Medicine Research and Development (VMRD), Product Sustainability, Quality & Logistics (PSQL) in Kalamazoo, MI is seeking a talented, experienced individual to provide administrative and systems support at the Administrative Specialist level. 

Zoetis is a global animal health company dedicated to supporting customers and their businesses. Building on 60 years of experience, we deliver quality medicines, biopharmaceuticals, and vaccines, complemented by diagnostic products and genetic tests and supported by a range of services. We are working every day to better understand and address the real-world challenges faced by those who raise and care for animals in ways they find truly relevant.  Zoetis discovers, develops, and manufactures a diverse portfolio of animal health medicines, biopharmaceuticals and vaccines designed to meet the real-world needs of veterinarians and the livestock farmers and companion animal owners they support. 

Position Summary

This role will be primarily responsible for administrative support including training systems support, general administrative tasks including presentations, documents, meeting oversight and travel support, and working across a team of administrative specialists to manage special events across R&D.  This position is located in Kalamazoo, Michigan and reports to the Vice President, PSQL.  Excellent communication, attention to detail, agility, organizational and interpersonal skills, as well as proficiency with Microsoft programs are essential.  The candidate must be able to work both independently and in team settings to generate high quality results in an effective and efficient manner.  All work performed will be in accordance with Zoetis and VMRD procedures and work standards.  The candidate will often work in close coordination with other VMRD administrative support personnel on projects and may occasionally perform back-up administrative duties on behalf of these personnel.

Responsibilities include, but are not limited to the following:

• Work within a global, cross-functional team to manage a digital training system for PSQL and VMRD
• Assign new trainings, collect training metrics and troubleshoot learning system issues
• Use document management electronic systems for formatting and editing including version control, document review, and signatures
• Provide expertise and participate in the management of controlled document templates and assist with coordination and implementation of document authoring/review tools
• Adhere to internal standard operating procedures (SOPs) and/or other regulatory requirements for completing work
• Schedule company-internal meetings and meeting resources (schedule meeting participants, book conference rooms, arrange call-in phone numbers, set-up online and/or video meeting details)
• Perform administrative tasks for on-boarding and off-boarding of colleagues, interns and contingent workers following established process checklists
• Plan and coordinate special on-site and off-site meetings and events involving multiple external visitor participants and/or internal colleagues from other company locations (book meeting facilities and A/V services, order/prepare meeting supplies, coordinate catering services and menus, schedule group tours and evening events, and arrange for other special needs as required by the meeting sponsors)
• Arrange travel accommodations for visiting consultants, seminar speakers and other invited meeting guests using corporate online booking tools and procedures
• Arrange guest office accommodations and other facility provisions for site visitors
• Provide back-up coverage for other administrative personnel that are temporarily out of the office

Qualifications:

• 2 or more years of administrative experience, including executive support responsibilities
• Expert-level knowledge of Microsoft Outlook, Excel, Word and PowerPoint (version 2010 or higher)
• Capacity to learn new digital systems including learning management and document management systems
• Ability to effectively plan and complete work in accordance with stated deadlines
• Excellent written and verbal communication skills
• Effective time management skills
• Attention to detail to produce high quality work
• Open to new ideas and ability to improve upon current processes
• Adaptable to new work processes and new systems/technology
• 2 or 4-year college degree in Business Administration or similar plan of study is highly preferred

ADDITIONAL INFORMATION:

Work environment:

The placement of this position will be primarily in Kalamazoo, MI. Hybrid work with at least 50% on site is currently offered.

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. 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.

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 [email protected] 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.