Site Contracts Assistant

The Site Contracts Assistant provides administrative support to the Site Contract Lead Team, Site Contract Associate team (in selected cases) and Management team to ensure that departmental administrative matters and project-related work are up to date, complete and readily available to team members. The Site Contracts Assistant respective Leadership Team members’ locations may influence the focus of the assistant’s responsibilities on a regional level.

Key Accountabilities:

Administrative tasks

• Collection and organization of incoming and outgoing correspondence (where required).

• Responsible for providing administrative support of signatures processes (wet-ink and e-signatures)

• Coordination / ordering / generation of PO# for translation services

• Printing, copying, faxing, mailing, scanning, and filing of correspondence and documents (agreements, PoAs, amendments, other site contracts-related documents)

• Arranging shipment for agreements, PoAs, amendments, other site contracts-related documents

• Coordinating delivery / scanning / sending of documents

• Supporting generation, compilation, and distribution of team key performance metrics for both, internal and external stakeholders

• Assisting with department-wide ad hoc queries, tasks and issues regarding systems, access and ticket resolution (e.g. CLM, Concur, KOFAX, PMED, VAULT)

• Support with reception, cataloging, classification and tracking of resource assignment and management needs, both regional and global construct

Additional

• Ad hoc support work and special projects (internal and external)

Skills:

• Proficient knowledge of Microsoft Office programs (Excel, Word and PowerPoint).

• Excellent organizational skills, discipline and attention to detail.

• Ability to handle multiple tasks efficiently and effectively in a dynamic environment.

• Proactive, result-oriented, confident, self-motivated, and driven / high energy.

• Flexible attitude with respect to work assignments and new learning.

• Team player with very good, professional interpersonal skills.

• Excellent communication skills (verbal & written).

• Confidentiality maintenance as well as use of discretion when carrying out tasks.

• Sense of urgency with strong client focus.

• Strong customer-oriented attitude

• Fluent in oral and written English

• Willingness to work in a multicultural environment and to value the importance of teamwork.

• Shows commitment to and performs high quality of work.

Knowledge and Experience:

• Site Contracts Assistant role requires 1 to 2 years of experience in administration support/project assistant role

• Working experience in a global, fast-paced environment

Education:

• Basic education in business / law / administration or related fields, or equivalent experience (advance university students are applicable)