Contract, Administrative Assistant

Job Description Summary:

The Contract, 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 Contract, Administrative Assistant serves as an information resource on organizational and/or departmental policies and procedures, keeps abreast of changes, and assists management in implementing new/revised procedures.

The incumbent works cross-functionally with internal departments and external resources on administrative matters.

The Contract, Administrative Assistant supports adherence to relevant regulatory requirements and company Standard Operating Procedures (SOPs) as appropriate.
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Job Description:

ESSENTIAL FUNCTIONS

• 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 and POs to ensure compliance with corporate policies/practices.  Review invoices and match to budgetary items.

• 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. 

• Hands on experience with O365 (Outlook, Word, Excel, PowerPoint).

KNOWLEDGE/SKILLS/ABILITIES REQUIRED

* Minimum level of education and years of relevant work experience.

• 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.

* Special knowledge or skills needed and/or licenses or certificates required.

• 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.

*Special knowledge or skills and/or licenses or certificates preferred.

• Associate’s or Bachelor’s degree.

• Experience providing high-level administrative support at departmental level in a pharmaceutical, biotechnology or related environment.

• Fluency in a second language.

* Travel requirements

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