Job Description
This Senior Administrative Assistant will provide dedicated support to the Head of Global Patient Safety along with general support to the larger team.
First and foremost, this Administrative Assistant will be expected to maintain confidentiality, be responsive and organized, and eager to take initiative to improve company procedures and day-to-day operations. The successful candidate will be ambitious with excellent skills in all Microsoft applications as well as Concur and DocuSign and be able to expertly handle general administrative duties.
Responsibilities Include:
- Direct support to the VP Head of GPS to include booking necessary domestic and international travel, put together itineraries, reconcile and process expenses promptly, meeting creation and calendar management
- Report to Head Executive Assistant and work in conjunction with the global admin team
- Schedule meetings, compose agendas, attend and take meeting minutes, and complete any follow-up actions
- Arrange in-house or off-site activities such as conferences, trainings, group dining, meetings
- Order ancillary meeting services like AV equipment, catering, transportation, etc.
- Coordinate with IT department on all office related equipment
- Liaise with vendors and submission of documents revolving around contracts, agreements, invoices, etc.
- Building tracking systems and follow-up protocols for outstanding submissions
- Facilitate new team member onboarding (Introduction to team, initial meetings, work with manager to customize appropriate meetings/tasks to be assigned to new hire)
Requirements:
- 4-6 years proven experience as an Administrative Assistant; biotech industry experience preferred
- High level of professionalism and confidentiality
- Proven ability to manage time effectively; manage multiple priorities/projects
- Knowledge of office administrator responsibilities, systems and procedures
- Proficiency in MS Office (intermediate to expert level)
- IT management skills a plus
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills in a fast-paced environment
- A creative mind with an ability to suggest improvements
- International travel may be required approximately 1-2 times per year
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