0937 Administrative Assistant/Sr. Administrative Assistant
The Senior Administrative Assistant reports to and provides primary high-quality administrative support to the Bio Pharmacovigilance (BPV) and Clinical Medical Writing (CMW) Teams.
The administrative assistant will be professional, attentive to details, and effective in communications and management of interactions with external partners and personnel in other departments of the Company.
The successful candidates will have excellent customer service and be outcome-oriented.
The ability to work in a fast-paced environment with strong attention to detail is essential.
Provide general administrative support to BPV and CMW.
Proactively schedule and coordinate and manage meetings/conference calls and related activities including all meeting logistics such as availability for attendees, meeting room and equipment set up, catering orders, set up, and break down, meeting materials preparation and distribution, taking meeting minutes as requested.
Work with functional leads to resolve timing conflicts to ensure appropriate attendance.
Participates in recruiting efforts by working with HR on the scheduling of interviews, coordination of interview schedules, and hosting of candidates.
Participates in on-boarding activities (IT set up, introductory meetings scheduled, Concur and travel training, and other duties as assigned).
Arrange all details for offsite meetings (book hotel, make restaurant reservations, choose food for catered meals, reserve audiovisual equipment, research, and schedule team-building events).
Assist with business travel planning and coordination in accordance with travel policy.
Prepare expense reports for submission to the company application.
Order and maintain department office supplies.
Coordinate with IT to resolve computer and other technical issues.
Participate in onboarding activities of new hires.
Attend and participate in BPV and CMW meetings on-site and off-site, as applicable.
Manage leadership team calendars, and department calendars and ensure that all team/staff meetings are planned and prepared.
Assist with department contract requests for submission into the contract management system on an ongoing basis.
Create/Update department project trackers/spreadsheets, as assigned.
Create a filing system for key documents and maintain a document management system (LiveLink).
Assist in the preparation and distribution of documents, binders, flowcharts, Organizational Charts, and presentations.
Effective task planning and coordination abilities, including a proven ability to multi-task under pressure and deadlines.
Requires instructions only on new assignments.
Minimum of two years of related experience.
Must have expertise in Outlook and using standard office software applications, such as Outlook, and Microsoft Office (proficient in WORD, PPT, EXCEL, Concur, and SharePoint) as appropriate for the function supported.
Responsive to deadlines, detail-oriented, and able to prioritize multiple tasks.
Excellent communication and interpersonal skills.
Applies acquired job skills and company policies/procedures to complete assigned tasks that are typically semi-routine in nature.
Quick learner and able to work proactively/ independently on most tasks, following established guidelines.
Minimum 5 years of related experience in an Administrative Assistant role supporting a large team of people.
Previous experience supporting Pharmacovigilance and Clinical Medical Writing within the Biotech or Pharmaceutical Industry is a plus.
Bachelors degree preferred
PLEASE NOTE: Our client has mandated COVID-19 vaccination for their workforce, all external personnel providing services to our client are required to comply with this requirement.