Senior Administrative Associate

This position must be based in the United States Eastern Time Zone. Candidates in the Washington DC area will be given preference.

Accountabilities:

• Perform advanced-level administrative tasks with accuracy and attention to detail.

• Serve as the primary point of contact for internal and external inquiries.

• Review and verify data for completeness and accuracy in accordance with established guidelines.

• Coordinate organizational and leadership team meetings, including securing facilities, preparing agendas, arranging speakers, and recording meeting notes.

• Ensure timely and accurate distribution of communications.

• Respond to routine and non-routine questions and staff requests for administrative support.

• Develop and implement improved administrative procedures to enhance efficiency and timeliness of deliverables.

• Prepare and maintain documentation, reports, schedules, databases, spreadsheets, and logs to support departmental functions.

• Create and edit presentations, graphics, and desktop publishing materials.

• Schedule and organize complex activities such as meetings, travel (including international), conferences, and departmental events.

• Work independently or collaboratively on special and ongoing projects.

• Act as liaison with other departments, outside agencies, and senior/executive management.

• Handle confidential and non-routine information; explain departmental policies as needed.

• Design and produce correspondence, memos, charts, tables, graphs, and business plans.

• Proofread documents for accuracy in spelling, grammar, and layout.

• Coordinate special projects, including planning presentations, disseminating information, and managing logistics.

• Support department financial processes, including invoicing and payment coordination for vendors and suppliers.

• Maintain and update databases, spreadsheets, and filing systems.

• Assign project-related tasks as directed by management.

• Gather, compile, and evaluate project data for due diligence purposes.

• Ensure compliance with organizational policies, procedures, and best practices.

• Maintain departmental files, including updating the department SharePoint site.

Problem Solving & Impact:

• Resolves and/or develops recommendations for issues and problems having broad impact.

• Problem resolution may require some analysis of policy and procedures.

• Serves as a resource to others in resolving non-standard issues and problems.

• Errors may be difficult to detect and would normally result in loss of customer business, material, or equipment to resolve.

Supervision Given/Received:

• Limited supervision.

• May coordinate workload with other support staff across department(s).

• No instruction needed on routine work and general instructions with periodic work review given on new work or special assignments.

• Contacts are frequent with individuals representing other departments, and/or representing outside organizations.

• Contacts involve obtaining or providing information or data on matters of moderate importance to the function of the department or which may be sensitive in nature.

Requirements:

• Associates Degree or International Equivalent in Business Administration or Related Field. Bachelor’s Degree preferred.

• Minimum of 5+ years of relevant administrative experience. Past experience supporting executives preferred.

• Past experience booking complex international travel arrangements, including securing necessary visas.

• Experience in monitoring the use of expenditures to meet organizational objectives and compliance.

• Experience in a science or health-related field preferred.

• Demonstrated experience scheduling meetings and facilitating virtual meeting logistics