Post Date: 07/13/2018
Job ID: 8348
$60,000.00 - $70,000.00
The Administrative Assistant provides administrative support to the staff of assigned department(s). This includes, but may not be limited to, completing routine administrative tasks in support of departmental needs; routine interaction with other administrative support staff and other key stakeholders as required; implementing/supporting administrative systems, processes and procedures; and ensuring the completion of assigned administrative tasks. The incumbent performs varied support functions and relieves manager(s) of administrative tasks/activities.
The Administrative Assistant supports adherence to relevant regulatory requirements and company Standard Operating Procedures (SOPs) as appropriate.
Assists in the creation of documents, memos, reports, spreadsheets and presentation material as needed and requested by department members and/or department head. May also be responsible for maintaining/updating the above as requested.
Manages calendar(s) and schedules, plans and coordinates meetings and teleconferences involving internal team members and external guests. Collaborates with administrative/executive assistants in other departments to mitigate scheduling conflicts.
Arranges global and domestic travel (transportation, lodging, passport/visas, etc.) and monitors travel itinerary to resolve travel-related issues/concerns.
Processes expense reports to ensure compliance with corporate policies/practices.
Creates presentations for executive level, internal and external audiences as required.
Organizes internal and external meetings (conference room reservations and preparation, meeting materials, catering, etc.). Provides administrative oversight to ensure the technology, tools, etc. Required for meetings are functioning properly, well-supplied, etc.
Performs routine filing, faxing, shipping, phone duties.
Provides administrative support to assist with the on-going business of the department by prioritizing projects/tasks, coordinating the preparation of reports, etc.
Ensures equipment is properly maintained and operational by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
Performs other tasks and assignments as needed and specified by management.
A Diploma or Certificate in a related discipline and a minimum of 5 years of related professional experience OR equivalent combination of experience and/or education.
Demonstrated ability to accurately, efficiently and effectively manage multiple calendars, global/domestic travel itineraries and special projects.
Demonstrated proficiency using the advanced functionality of Microsoft Office (PowerPoint, Excel and Word).
Excellent verbal and written communication and skills.
Ability to work independently and collaboratively, as required, in a fast-paced, matrixed, team environment consisting of internal and external team members.
Analytical thinker with excellent problem solving skills and the ability to adapt to changing priorities and deadlines.
Excellent planning, organization and time management skills including the ability to support and prioritize multiple projects.
Ability to handle confidential information with discretion.
Flexibility to work outside of core business hours when necessary.
Experience with POs, invoices and budget
Associate s or Bachelor s degree is a plus.
Experience providing high-level administrative support at departmental level in a pharmaceutical, biotechnology or related environment.