Core Responsibilities:

• Provide general administrative support to the executive team and department, with potential to back-up higher-level management as needed.
• Effectively monitor and manage manager and team calendars, proactively resolving scheduling conflicts.
• Ensure compliance with applicable Corporate and Divisional Policies and procedures, including purchasing, security, privacy, branding, and copy center activities.
• Interact with high-level executives and manage confidential or business-sensitive information with utmost discretion.
• Support tracking and monitoring of departmental budget expenditures.
• Coordinate and maintain departmental files in compliance with corporate and government regulations.
• Utilize MS Office Suite and other business-specific software, such as the Corporate Travel Web site, to perform tasks efficiently.
• Oversee new employee office setups and onboarding processes.
• Train and coordinate the work of new administrative assistants as needed.
• Operate with general instruction and some supervision, safeguarding the company's confidential information at all times.

Leadership and Interpersonal Skills:

• Comprehend assigned tasks and related expectations clearly, seeking clarification when necessary.
• Understand deadlines and deliverables, communicating any obstacles in meeting deadlines promptly.
• Provide regular status updates prior to deadlines.
• Demonstrate strong problem-solving skills, accountability, and responsibility for actions and mistakes.
• Encourage team improvement and challenge the team to excel.
• Develop a strong understanding of business partner needs, collaborate effectively, and follow through on commitments.
• Prioritize work efficiently, balancing multiple requests for assistance.
• Establish and maintain good working relationships with client areas, building rapport and trust with others.
• Engage in project management and meeting planning, with some coordination of trade shows or exhibits desirable.

Technical Skills, Knowledge, and Training:

• Proficient in common processes and applications such as Outlook (Calendaring, Emails), MS Office (Word, PowerPoint, Excel), SharePoint, MS Teams, and telepresence tools (Teams and Zoom).
• Manage ordering and maintaining office supplies, supporting catering requests, and space planning and moves.
• Coordinate onboarding, including equipment setup (computer, phone, docking station, etc.).
• Plan and execute events for staff and team meetings, including managing SOWs, POs, MSAs, ACRs, and P-Card usage.
• Adapt to new productivity technologies as released (e.g., Teams).
• Utilize the Travel Tool, Concur-Travel & Expense, and Conference Room Reservation Site.
• Access and utilize internal training and resources, with external training at the manager's discretion.

Requirements:

• Some college education preferred.
• Previous leadership or supervisory experience desired.
• Experience working in a pharmaceutical company or CRO strongly preferred.
• Minimum of 5 years of administrative experience supporting executives.
• Intermediate to advanced knowledge of MS Office Suite, Concur, SharePoint, Visio or OrgPlus, with an understanding of business processes and requirements.
• Demonstrates a proactive "make it happen" spirit and attitude, with persistence and adaptability.
• Quick learner, capable of grasping the "essence" of tasks and adjusting course as needed.

Nice to Have:

• Experience with marketing trade shows.
• Background in the health industry/medical device sector.
• Experience in pharma/biotech environments.