Administrative Assistant STAR program
Posted
Key Responsibilities include, but are not limited to, the following:
" Provides Advanced admin support to the team leaders. May provide back-up support to other team staff, as needed.
" Responsible for compliance with applicable Corporate and Divisional policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
" Interact with high-level executives and handle confidential or business-sensitive information.
" May include some support for tracking budget expenditures.
" Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
" Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel and Expense website and employee performance management systems (as applicable).
" Coordinates new employee office set-ups and onboarding.
" May train/coordinate work for new administrative assistants.
" Responsible for all administrative functions for Global Security, such as:
o Answering phones.
o Calendar management, proactively solving conflicts.
o Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues.
o Scheduling travel and processing expense reports.
o Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments.
o Ordering office supplies.
o Processing invoices.
o Meeting/event planning and catering.
o Creating or modifying business documents.
o Preparing presentations from source materials.
o Preparing binders and other large copy requests.
o Requesting publications/articles.
o Onboarding various contracted vendors
" Operates with general instruction and some supervision.
" Safeguard s confidential information.
Leadership and Interpersonal Skills:
" Fully understands assigned tasks and any associated expectations.
" Asks for clarification, as needed.
" Understands deadlines and deliverables; communicates obstacles that prevent completion of deadlines; provides status updates prior to deadlines.
" Demonstrates strong problem-solving skills.
" Accountable and responsible for actions/mistakes.
" Challenges the team to always do better.
" Prioritizes own work, balancing multiple requests for assistance.
" Establishes good working relationships with client areas.
" Builds rapport and trust with others; possesses good listening skills.
- Some college preferred.
- Experience working in pharmaceutical company or CRO strongly preferred.
- 5+ years previous admin experience supporting executives
- Must have Intermediate to advance knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements
- Make it happen spirit & attitude as well as persistence.
- Learns fast, grasps the "essence" and can change courses quickly where needed
- 401(k)
- Medical, Dental and Vision Insurance
- Term Life Insurance
- Accidental Death and Dismemberment
- Long Term Disability
