Job Summary:
This role is responsible for providing administrative support to direct and indirect business partners, enhancing their productivity and effectiveness.
The ideal candidate will have experience as an administrative assistant in the pharma/biotech/medical device industry, with advanced competency in MS Office Suite and Electronic Document Management Systems.
* Provide administrative support, communication management, schedule management, office management and other supportive duties.
* Direct incoming requests to appropriate personnel; initiate contacts as required - Workshop/meeting logistics support.
* Prepare plans with senior document controller and director to ensure efficient and effective travel itinerary.
* Manage daily complex diary.
* Prepare with senior document controller and director all material requirements for travel (assemble binders, pre-reads and agendas).
* Book and prepare travel arrangements/itineraries (registration, ground, air, lodging).
* Work with senior document controller and know key director contacts and work with both to ensure good communications (meetings /phone calls) etc are appropriately scheduled and prepared for (Contact, telecom, meeting log).
* Responds to all inquiries and contacts in a timely and professional manner.
* Planning events and coordinating activities for small or large number of people at events at off-site and on-site locations.
* Expense reports for workshops and business travel.
* Interacting with individuals from other organizations in coordinating schedules.
* Processes accounts payable/invoices - Directs incoming requests to the appropriate personnel.
* Maintains team/meeting distribution lists.
* Prepares correspondence and other materials for outgoing mail.
* Arranges details for visitors to area- Maintains organization charts for the department.
Requirements:
* 1 to 3 years + Administrative Assistant experience ideally in pharma/biotech/medical device industry
* Ability to work independently with a high level of self-management in a dynamic work environment.
* Managing time to meet the multiple demands.
* Advanced competency in Ms Office Suite, Word, Excel, PowerPoint, Outlook.
* Proficient with Electronic Document Management Systems (EDMS).