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Executive Administrative Assistant
1 month ago
2-year assignment through AgileOne
Qualifications:
• Education: Minimum High school diploma or equivalent; additional certification in office administration is a plus.
• Minimum of 2 plus years of proven experience as an administrative assistant or in a similar role.
• Excellent organizational and time management skills with the ability to prioritize tasks effectively.
• Strong communication skills, both written and verbal, to effectively interact with team members and external contacts.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and experience with relevant software applications.
• Experience with Concur preferred
• Attention to detail and problem-solving skills.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Flexibility to adapt to changing priorities and work in a fast-paced environment.
• Local candidates only
Position Overview:
We are seeking a highly organized and proactive Administrative Assistant to provide support to our AVP VP, Biology-Discovery • Discovery Immunology and Chemical Biology. This position will also support the Exec. Dir, Molecular Discovery • Protein Science. The successful candidate will be responsible for various administrative tasks, team email communication, travel scheduling, expense management, interview scheduling, maintaining a clean reception area, coordinating meeting rooms, and potentially handling security procedures.
Responsibilities:
• Admin Support: Provide administrative support including handling team email communication, responding to inquiries, and assisting with various administrative tasks to ensure smooth operations.
• Travel Scheduling: Coordinate travel arrangements for team members, including booking flights, accommodations, and transportation. Ensure all parties are informed about appointments and provide necessary information for travel arrangements.
• Expense Management: Assist with expenses in the concur system, which includes tracking and reconciling receipts, ensuring accurate and timely submission, and providing support as an administrative backup.
• Interview Scheduling: Coordinate and schedule interviews for the team, ensuring a smooth and efficient process. Communicate with candidates, interviewers, and other stakeholders to ensure all necessary arrangements are in place.
• Reception Area Maintenance: Maintain a clean, organized, and presentable reception area. This includes arranging magazines, brochures, and other materials for visitors, ensuring a welcoming environment.
• Meeting Room Coordination: Manage meeting room schedules, ensuring rooms are properly booked and set up for meetings. Assist with any required equipment or technology needs to support successful meetings.
• Security Procedures (Optional): If applicable, handle security procedures at the front desk, including verifying identification, issuing visitor badges, and monitoring access to restricted areas.