Jobs

Description

Note:

• Top 3 Required Skill Sets: Organized, effective communicator, problem solver
• Top 3 Nice to Have Skill Sets: Past Client experience, fluent in Microsoft office, tech savvy, familiar with tools such as concur for expenses and travel

Specific Job Requirements

• In addition to Senior Administrative Assistant responsibilities, prioritizes workload involving multiple large projects/timelines.
• Such projects may include coordinating or leading the implementation of new and/or revised software applications/databases including interfacing with vendors, ensuring user training, etc. with minimal guidance.
• Arranges for needed resources in order to meet timelines. Uses advanced level software programs such as Excel,
• Chem Draw, File maker Pro, Access and PowerPoint to create graphs, charts, spreadsheets, and LCD presentations.
• Under manager’s direction, creates draft reports, documents, presentations and templates using raw data. May gather data using internet searches.
• Understands the goals and objectives of the entire department and contributes to the attainment of those G&O's. Keeps the bigger picture in mind and influences workflows accordingly.
• Responsible for coordinating large events which includes the planning, organizing and implementation of a number of event activities.
• Liaises with guests and speakers to assess needs and coordinates, as needed, such activities as travel, hotel, expense reports and tools and materials for presentations.
• Typically, coordinates the preparation of annual budget, reviews monthly budget, reviews and researches variances.
• May coordinate group lease cars requirements and activities (at International Locations).
• May assist with facilities space planning or office set-up.
• May screen and prioritize manager’s mail and email.
• Assists in the orientation of new administrative assistants and other staff. Ongoing, acts as a resource to other administrative assistants and is cross-trained to cover for another administrative assistant if he/she is out of the office for an extended period of time.

Knowledge

• Excellent verbal, written, and interpersonal skills are required.
• Requires knowledge and understanding of administrative and office policies and procedures.
• Must possess good proofreading and editing skills of technical documents.
• Has the ability to review the work of lower level administrative assistants.
• Advanced knowledge and experience using a number of office software.
• Works under minimal supervision.
• Receives occasional direction from manager to perform non-routine job responsibilities and duties.

Specific Education and Experience Requirements

• Requires a minimum of a high school diploma plus 3-5+ years administrative experience.
• This position is not a career “stepping stone” position leading to Executive Coordinator; incumbents with appropriate knowledge and experience may qualify for other positions that support certain functional areas (e.g., support role for marketing, finance, clinical research, etc.).