Sr. Administrative Assistant

 

At Alcami, we deliver reliable solutions that unlock the potential of transformative medicines from discovery to commercialization, through trusted partnership with our clients, recognized industry expertise and proven regulatory track record.

 

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Job Summary

The Sr. Administrative Assistant drives results in a fast-paced environment and is responsible for administrative duties at the St Louis, MO location.  The position provides site and departmental administration support including correspondence, travel & expense report reconciliation, purchasing, sample reciept, overseeing & coordinating client agendas and all other site vistiors, and handles confidential details in a professional manner.

 

The position relies on experience and judgment to plan and accomplish goals, and maintains effective working relationship with leadership and employees. Assignments may be in various functional areas. The position works on assignments that are moderately complex in nature in which considerable judgment and initiative are required in resolving problems and making recommendations.

On-Site Expectations

• 100% on-site position.
• 1st Shift: Monday - Friday, 8:30am - 5:30pm.
• After-hours and flexible hours as needed.

Responsibilities

• Coordinates and serves as the single-point person for all existing and prospective customer visits; includes modeling a passion for customers for a positive first impression the minute visitors enter our facilities.
• Assists management with daily tasks and activities and supports special projects as needed.
• Schedules appointments, makes travel arrangements, and prepares expense reports.
• Maintains the client prospect calendar on the company’s intranet site (ePulse) with current and accurate information, and coordinates with Program Management, Sales and Business Development and site leadership.
• Facilitates site visitors through the check in processes and communicates with assigned contact.
• Schedules and coordinates interviews for candidates.  Sends new hire announcements.
• Coordinates activities between departments and outside parties.
• Assists with purchasing and receiving materials.
• Interacts with employees at all organizational levels to gather information and coordinate activities and assists in event planning.
• Handles all incoming phone calls and documents all calls.
• Composes and proofs all correspondence, including letters, and reports, prior to distribution.
• Prepares presentation materials for departmental management.
• Performs all receptionist duties for the facility.
• Ensures timely completion and compliance with cGMP and all other relevant company training requirements.
• Other duties as assigned.

Qualifications

• Bachelor’s degree with 4+ years of related experience, or Associate’s degree with at least 6+ years experience, or High School diploma with 10+ years experience.

Knowledge, Skills, and Abilities

• Strong interpersonal and communication skills.
• Strong written and oral skills.
• Willingness to collaborate with other team members
• Understanding of company operations, policies, and procedures.
• Understanding of business and office practices.
• Understanding of departmental activities and practices.
• Expert knowledge of Microsoft office including Word, Excel and PowerPoint
• Able to handle multiple projects simultaneously.
• Ability to provide support for multiple individuals.
• Consistently demonstrates honesty and integrity through personal example.
• Follows all safety policies and leads by example a safety-first culture.
• Produces high quality work products with a focus on first time right.
• Complies with the company code of conduct and policies and regulatory standards.
• Thinks strategically. Quickly identifies and acts on opportunities. Considers the downstream impact. Seeks to understand the why. Focuses on work that matters.
• Develops organization and others. Takes ownership to develop self and others. Seeks out new opportunities and experiences for continuous learning.
• Acts decisively. Makes and acts on decisions quickly. Makes decisions with the customer and their patients in mind. Meets commitments with a sense of urgency. Seeks ways to be more efficient.
• Drives performance. Holds self and others accountable. Delivers results first time right. Never settles for status quo. Willing to have tough conversations. Asks for feedback and takes action to improve.
• Passion for customers. Listens to understand. Asks the right questions. Gets to the heart of the matter and uses that insight to provide value