Administrative Specialist

/Administrative Specialist
February 28, 2019
Kalamazoo, MI
Job Type


This position provides administrative support for approximately 100 colleague members of the Global Development & Operations group (GD&O) within Zoetis’ Veterinary Medicine Research & Development division (VMRD). This position is located in Kalamazoo, Michigan and reports to the Executive Director of GD&O.  In addition to providing a wide range of administrative support to the Executive Director and the GD&O Leadership Team, the candidate chosen for this role will be actively engaged in leading and/or assisting with the planning and implementation of local site-based initiatives and events.  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.

Job Responsibilities:

  • 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)
  • 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 the GD&O Executive Director, visiting consultants, seminar speakers and other invited meeting guests using corporate online booking tools and procedures
  • Process travel expense reports for the GD&O Executive Lead
  • Perform various scheduled and on-demand record-keeping tasks
  • Draft, update, and review PowerPoint presentations for GD&O Executive Lead
  • Draft, review, and upload various documents to SharePoint folders for GD&O Executive Lead
  • Order office supplies and other special orders for the GD&O group as needed
  • Maintain phone contact lists and email distribution lists
  • Arrange guest office accommodations and other facility provisions for site visitors
  • Schedule job interviews and arrange travel accommodations for interview candidates
  • Perform administrative tasks for on-boarding and off-boarding of colleagues, interns and contingent workers following established process checklists
  • Provide back-up coverage for other administrative personnel that are temporarily out of the office
  • Lead and/or assist with the planning and implementation of local site-based initiatives and events


  • 2 or more years of administrative experience, including executive support responsibilities
  • Expert-level knowledge and experience with Microsoft Outlook, Excel, Word and PowerPoint (version 2010 or higher), especially presentations
  • Ability to effectively plan and complete work in accordance with stated deadlines
  • Excellent written and verbal communication skills
  • Effective time management skills, can effectively juggle and re-prioritize work tasks as needed
  • Consistently produces quality work and exhibits strong attention to detail
  • Open to new ideas and enjoys seeking ways to improve upon current processes
  • Can easily and quickly learn and adapt 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.

***Please click here to apply***

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