Administrative Assistant

Pay Range: $35.50hr - $40.50hr

Job Overview:

Our client is seeking an exceptionally organized, motivated, and professional Administrative Assistant to support departmental operations, manage complex calendaring, coordinate events, and support recruitment activities.

Duties:

• We are seeking an exceptionally organized, motivated, and professional person who enjoys working in a fast-paced environment to coordinate meetings, support departmental operations and communications, and plan and manage on-site and off-site events.
• The candidate will have primary responsibility for members of the Immunology Client group and will work with other Administrative Associates within closely-related functions.
• The successful candidate will be adept at problem solving and support the Executive Director and staff in a proactive manner.
• The candidate will possess excellent interpersonal and communication skills and experience in multi-tasking, prioritization, organization, problem-solving, and working independently.
• The candidate will display judgment and discretion regarding sensitive, confidential, and proprietary information and be comfortable learning new technologies or software applications to manage staff needs.
• The candidate will contribute to organizational and corporate goals to ensure the smooth daily operation of the department.

Candidate Profile:

• BA/BS degree or equivalent experience or training preferred.
• High school diploma and 5+ years of related experience required.
• Demonstrated skills in multitasking, prioritization, organization, problem-solving, and working independently.
• Excellent judgment and discretion regarding sensitive, confidential, and proprietary information.
• Ability to manage interpersonal interactions at all levels in a tactful and professional manner.
• Solid experience working across various functions and with external parties as well as managing complex or sensitive information.
• Knowledge of the organization's business, guidelines, policies, and systems, as well as the biotech industry, is a plus.

Responsibilities include:

• Calendaring: Ability to manage complex scheduling across multiple time zones with various levels of internal and external stakeholder management, often requiring high confidentiality.
• Capable of managing and supporting larger internal meetings with sophisticated webcasting and technology.
• Guest Speaker and Interview Scheduling: Coordinate and arrange visits from guest research speakers, consultants, and interviewees, including creating schedules, making travel arrangements, and processing expenses.
• Partner with Senior Staff to coordinate the overall guest speaker program.
• Recruitment and Candidates: Support hiring managers with recruitment of new headcount, including organizing interviews.
• Ability to collect recommendation and evaluation materials and prepare packages for approval committees is a plus.
• Meeting Planning (on campus and off site): Coordinate and schedule recurring department meeting series, onsite and offsite meetings, team meetings, and other high-level meetings or events.
• Contracts/Purchase Orders: Support external vendor contracting, purchase order setup, and review and processing of invoices.
• Expense Reporting and Purchasing: Support the compiling, completing, and processing of expense reports.
• Manage company purchasing credit card for the department and reconcile purchases in a timely manner.