Administrative Assistant

Position Overview

We are seeking an exceptionally organized, motivated, and professional individual 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 Discovery group and will work with other Administrative Associates within closely related functions.

The successful candidate will be adept at problem-solving and will proactively support the Executive Director and staff. They will have excellent interpersonal and communication skills, along with experience in multitasking, prioritization, organization, problem-solving, and working independently.

The candidate must exercise sound judgment and discretion when handling sensitive, confidential, and proprietary information. They should also be comfortable learning new technologies and software applications to support staff needs. This role contributes to organizational and corporate goals by ensuring the smooth daily operation of the department.

Who You Are

• A bachelor's degree (BA/BS) or equivalent experience or training is preferred.
• A high school diploma and at least five years of related experience are required.
• Demonstrated skills in multitasking, prioritization, organization, problem-solving, and working independently.
• Excellent judgment and discretion when handling sensitive, confidential, and proprietary information.
• Ability to manage interpersonal interactions at all levels in a tactful and professional manner.
• Experience working across various functions and with external parties, including the ability to manage complex or sensitive information.

Key Responsibilities

1. Calendaring and Scheduling

Manage complex scheduling across multiple time zones and coordinate with internal and external stakeholders at various organizational levels. Handle confidential scheduling requirements and support larger internal meetings involving advanced webcasting and technology.

2. Guest Speaker and Interview Scheduling

Coordinate visits from guest research speakers, consultants, and interviewees. Develop schedules, arrange travel, and process expenses. Partner with senior staff to coordinate the overall guest speaker program.

3. Recruitment and Candidate Coordination

Support hiring managers with recruiting new employees, including organizing and scheduling interviews. Collect recommendation and evaluation materials and prepare packages for approval committees when required.

4. Meeting and Event Planning

Coordinate and schedule recurring departmental meeting series, on-campus and off-site meetings, team meetings, and other high-level meetings and events.

5. Contracts and Purchase Orders

Support external vendor contracting, purchase order setup, and the review and processing of invoices.

6. Expense Reporting and Purchasing

Compile, complete, and process expense reports. Manage the department's company purchasing credit card and reconcile purchases in a timely manner.

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