Administrative Associate, VMRD, Global Animal Science and Welfare

Zoetis Veterinary Medicine Research and Development (VMRD), Global Animal Science and Welfare (GASW) in Kalamazoo, MI is seeking a talented, experienced individual to provide administrative, and systems support at the Administrative Associate 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 in Kalamazoo, Michigan, and reports to the Vice President, Global Animal Science and Welfare (GASW). 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:

• Schedule internal meetings and coordinate meeting resources, including booking rooms and setting up online or video conferencing details.
• Manage calendars, travel bookings, and expense reports for senior leaders.
• Arrange travel accommodations for visiting colleagues from other company sites, consultants, seminar speakers, and other invited guests using corporate booking tools.
• Coordinate guest office accommodations and facility provisions for site visitors.
• Create PowerPoint presentations, meeting minutes, and technical reports as needed.
• Use electronic document management systems to format, edit, and manage documents, including version control, reviews, and signatures.
• Provide support to senior management, directors, and teams within VMRD departments.
• Prepare and track purchase orders, process invoices, and maintain departmental systems.
• Maintain and optimize document management systems, including SharePoint sites.
• Adhere to internal standard operating procedures (SOPs) and regulatory requirements when completing assigned tasks.
• Provide administrative support for onboarding and offboarding of employees, contractors, and interns, following established process checklists.
• Assist with interview coordination and logistics for candidates.
• Offer troubleshooting assistance and training to new hires and current staff.
• Provide back-up coverage for other administrative personnel during absences.
• Plan and coordinate special on-site and off-site meetings and events, including booking facilities, arranging A/V services, ordering supplies, coordinating catering, and scheduling group tours or evening activities.
• Chair or co-chair VMRD-sponsored events and initiatives.
• Champion continuous improvement efforts across VMRD.

Basic Qualifications:

• High school diploma or equivalent;
• 2+ years of administrative experience, including executive support responsibilities.
• Expert-level knowledge of Microsoft Outlook, Excel, Word and PowerPoint (version 2010 or higher)

Preferred Qualifications:

• BS degree or equivalent experience preferred
• 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.

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.