Administrative Assistant II

Administrative Assistant (Senior-Level Support)

About the Opportunity

We are seeking a highly organized and proactive Contract Administrative Assistant to provide executive-level support to senior leaders and teams within a scientific and research-focused environment. This role is ideal for an experienced administrative professional who thrives in a fast-paced setting, enjoys managing multiple priorities, and excels at creating efficiencies across teams and functions.

The successful candidate will serve as a trusted partner to leadership, supporting day-to-day operations, coordinating critical business activities, and ensuring seamless communication across departments.

Key Responsibilities Executive & Administrative Support

• Manage multiple complex executive calendars and scheduling priorities.
• Coordinate meetings, workshops, offsite events, and team-building activities.
• Facilitate timely and accurate communication on behalf of leadership and team members.
• Support leaders and staff with a wide range of administrative needs and special projects.
• Maintain department tracking tools, records, and reporting systems using standard software applications.

Travel & Expense Management

• Coordinate domestic and international travel arrangements.
• Support conference registrations and attendance logistics.
• Process invoices, payments, expense reports, and related documentation through company systems.

Team & Project Coordination

• Partner with administrative professionals across departments to ensure smooth business operations.
• Contribute to moderately complex projects and assignments while managing competing priorities.
• Identify process improvements, potential gaps, and operational efficiencies, providing constructive recommendations.
• Serve as a valuable resource for employees and administrative teams.
• Provide backup support for other administrative professionals as needed.
• May assist with coordinating and delegating administrative work within the team.

Business Partnership & Decision Making

• Exercise sound judgment when handling confidential and sensitive information.
• Resolve routine operational issues within established guidelines.
• Build effective working relationships with internal stakeholders and cross-functional teams.
• Demonstrate exceptional customer service and team collaboration skills.
• Perform additional duties and special projects as assigned.

Required Qualifications

• High School Diploma required; Associates or Bachelors degree preferred.
• 5-10 years of administrative experience or equivalent transferable professional experience.
• Strong proficiency in executive-level administrative support and office management.
• Ability to work independently with minimal supervision while managing both planned and urgent requests.
• Proven experience handling multiple priorities in a fast-paced environment.
• Strong organizational, time management, and problem-solving skills.
• Excellent discretion and professionalism when handling confidential information.
• Effective written, verbal, and interpersonal communication skills.
• Ability to collaborate with employees at all levels, including senior leadership and cross-functional teams.

Technical Skills

• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience with Google Workspace applications is highly preferred.
• Strong working knowledge of email, calendar management, spreadsheets, databases, document creation, and presentation software.

Preferred Qualifications

• Experience supporting project teams within scientific, biotechnology, pharmaceutical, research, healthcare, or related industries.
• Demonstrated ability to build partnerships across departments to improve efficiency and collaboration.
• Previous experience providing support within a matrixed or highly collaborative organization.

What Were Looking For

The ideal candidate is a detail-oriented, adaptable, and customer-focused professional who can anticipate needs, manage competing priorities, and provide exceptional support to leadership and teams. If you are an experienced Administrative Assistant who enjoys solving problems, improving processes, and contributing to a collaborative workplace, we encourage you to apply.

Keywords: Administrative Assistant, Executive Assistant, Administrative Support, Executive Support, Calendar Management, Travel Coordination, Expense Reporting, Office Administration, Project Coordination, Microsoft Office, Google Workspace, Executive Scheduling, Contract Administrative Assistant, Senior Administrative Assistant.