Administrative Specialist

Position Summary

This position provides administrative and technical support to the Pharmaceuticals and CMC teams, as well as to the Vice President of Regulatory Affairs within Zoetis' VMRD Global Regulatory Affairs division. Additionally, it plays an active role in leading and supporting the planning and execution of local site-based initiatives and events.

The ideal candidate thrives both independently and collaboratively, consistently producing high-quality results with efficiency and attention to detail. This role requires close collaboration with other VMRD administrative professionals on various projects and may occasionally provide back-up administrative duties to ensure seamless operations across the team.

Key Responsibilities

Responsibilities include but are not limited to:

• Coordinates FDA/Center for Veterinary Medicine Correspondence with Regulatory Managers and database system.
• Maintains calendars, prepares expense reports, and coordinates travel arrangements.
• Veeva Vault Gatekeeper of CVs and JDs for the assigned group
• Arranges off-site and on-site departmental meetings, videoconferences, and candidate interviews.
• Performs administrative tasks for on- and off-boarding of colleagues, interns, and contingent workers following established process checklists.
• Creates and maintains various spreadsheets and databases and processes check requests, purchase orders, and invoices, as required.
• Assists with maintaining and updating SharePoint sites.
• Supports management with preparation of Power Point presentation materials, Word documents and Excel spreadsheets, as required.
• Arranges guest office accommodations and other facility provisions for site visitors.
• Orders office supplies as needed.
• Maintains phone contact lists, email distribution lists and organizational charts.
• Provides back-up coverage for other administrative personnel while they are out of the office.
• Track and archive annual state EPA product licensing renewals.
• Provides technical support to the regulatory managers, as needed, including but not limited to CARES Act reporting, bilingual labeling changes for EPA products, drug listing and establishment registrations

Organizational Relationships

Interacts regularly with:

• Regulatory Affairs - CMC
• Regulatory Affairs - Pharma
• Zoetis Administrative Professionals Team (ZAPT)

Education & Experience

• Essential:
  • High School or equivalent
  • Minimum of 5 years in an Administrative role
• Desirable:
  • Experience with a pharmaceutical company

Technical Skills

• Essential:
  • Excellent written and verbal communication in English
  • Strong interpersonal skills and customer focus
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
  • Superior attention to detail, multitasking, and prioritization abilities

Physical Position Requirements

• Office based in Kalamazoo, MI

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.