Admin Assistant II
Job Duties:
Training events, conference events, meetings, Calendaring primarily for some for team. A lot of support work for activities work on, projects, and team meetings. Large group of people. Stocking office supplies, Coffee, paper, notebooks, PowerPoint editing, 5-6 people but work with cross-functional team.Behavior Preferences: Actively looking acquire new skills, not a typical admin role and be flexible with different job tasks and can pick up on technology and quick pick up. SharePoint, PowerPoint, Excel. They have a natural curiosity. Good work ethic, eager learn and grow. Someone productive, attention detail. Large work experience not necessary, but must meet the above characteristics.
- We provide a vast array of opportunities for an individual looking for an organization with whom they can flourish and develop their careers in a variety of directions. In addition a beautiful environment and a positive corporate employee culture where contingent staff are embraced as an integral part of their staffing meet their business objectives, here are just a few of the perks you can look forward enjoying once you have been offered and accepted a contingent position with us:
- Various technology and training available for anyone looking expand and improve their current skill levels;
- Leadership support drive your career in areas of interest meet your passion and career goals;
- Flexible schedules in many cases, dependent on specific team;
- Collaborative team environment, creating a positive experience for those working here
- Inter-campus shuttles get you from building building with on-demand service tallow you make the most of your workday;
- Complimentary shuttle service from the campus (depending on the region/campus); and
- Complimentary coffee service throughout locations (depending on the region/campus).
- Provides general administrative support. May provide back-up support thigher-level management, 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).
- Interacts with high-level executives and handles 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 VP of Legal Operations such as:
- Answering phones;
- Calendar management, proactively solving conflicts;
- Handling Teams/Zoom and general TelePresence setups and acting as liaison for remote access issues;
- Scheduling travel and processing expense reports;
- Managing correspondence and scheduling couriers as well as preparing FedEx
- labels and managing shipments;
- Ordering office supplies;
- Processing invoices;
- Meeting/event planning and catering;
- Creating or modifying business documents;
- Preparing presentations from source materials;
- Preparing binders and other large copy requests;
- Requesting publications/articles;
- Onboarding various contracted vendors; and
- Operates with general instruction and some supervision.
- Safeguard’s confidential information.
- 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 deadlines.
- Demonstrates strong problem-solving skills.
- Accountable and responsible for actions/mistakes.
- Challenges the team always 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.
- 3+ years previous admin experience supporting executives.
- Must have intermediate-to-advanced knowledge of Microsoft Office Suite, Concur, SharePoint, Visior OrgPlus and understanding of business processes and requirements.
- “Make it happen” spirit and attitude as well as persistence.
- Learns fast, grasps the “essence,” and can change course quickly, where needed.