Senior Administrative Assistant

3 days ago

Durham, United States Medasource Full time

Overall Responsibilities

This position is responsible for providing comprehensive administrative support to the Director at a large vaccine/diagnostic manufacturing organization, including managing complex schedules, handling confidential correspondence, organizing meetings, coordinating travel arrangements, maintaining accurate records, and ensuring smooth operations and effective communication within the organization. This key position serves as a liaison between the Director’s office and other client offices such as the Dean and Chancellor, government agencies, as well as scientists both within the US and internationally.


Key Daily Responsibilities

  • Calendar Management. Proactively managing the Director’s calendars, preparing him at the end of the day for the upcoming week and tracking all speaking engagements.
  • Correspondence Management. Distributing emails, letters, and other communications on behalf of the Director.
  • Travel Arrangements. Coordinating all aspects of the Director’s travel, including booking flights, hotels, ground transportation, and itineraries.
  • Meeting and Conference Call Coordination. Ensuring there are agendas and materials prepped ready for the Director in advance of all meetings, scheduling meetings requested by the Director or Chief of Staff. Assist the team with all large annual meetings and events.
  • Expense Reporting. Managing and submitting expense reports for the Director.
  • Document Management. Maintaining complex electronic and physical files, ensuring accurate recordkeeping. Ensuring Zoom recordings of specific meetings are saved in coordination with the IT team. Tracking all CME and numerous certifications required by the director to ensure they are current. Responsible for ensuring the Director’s CV is up to date on a monthly basis.
  • Office Administration. Ordering office supplies, managing the office space, coordinating with other administrative staff. Providing support in scheduling visitors as well as postdoctoral candidates within CLIENT and their seminars and advertising them with the Communications Director. Providing support in scheduling visitors as well as postdoctoral candidates within CLIENT and their seminars and advertising them with the Communications Director, ensuring there are agendas, itineraries, and parking arrangements.

Required Education and Experience

  • Work requires a general business background generally equivalent to a bachelor’s degree in a business-related field.

  • Work requires two years of related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles, and coordination of major office activities.

Strongly Preferred Skills

  • Proficiency in Microsoft Office Suite: Expertise in applications, such as Outlook, Word, Excel, and PowerPoint.
  • Attention to Detail: Meticulous approach to ensure accuracy in all tasks.
  • Adaptability: Flexibility to handle changing priorities and situations.
  • Exceptional organizational skills: Ability to manage multiple priorities and deadlines effectively.

Specific Duties Outlined

  • Create a monthly calendar print out to go over all talks or presentations Director must present at ahead of time and review calendar daily on a touch-base call.
  • Ensure all attachments for calls are in the calendar invite, printed the day before the event, and reviewed during the previous day’s touch-base call.
  • Schedule annual faculty mentoring meetings for the Director. Provide the draft faculty mentoring letters, including the funding section from Finance to the Director two weeks prior to the meeting. Schedule meetings with the Director to review the letters and complete any edits to the letters at least one week prior to the scheduled faculty meetings.
  • Schedule requested conference calls for a date within one week from the request.
  • Add all CME requirements to the calendar with reminders ahead of time so that they are planned for.
  • Update the Director’s CV at least monthly and save the updated version on the N drive.
  • Compile the Director’s reprint books and have them bound yearly.
  • Maintain material in the Director’s book file and Director’s pictures.
  • Manage archiving the Director’s Saturday meetings.
  • Record Zooms for the Director’s Wednesday lab meetings, CHAVDI meeting, and other meetings requested and file them with the IT team.
  • Assist the Chief of Staff with calls and meeting that are needed by the Director.
  • Ensure phone numbers for key collaborators are in the directory and up to date.
  • Clear all receipts for travel for the Director’s P-card.
  • Serve on CLIENT social committee and support CLIENT-wide events.
  • Provide assistance with scheduling interviews for positions within the Director’s lab.
  • Consult the Chief of Staff to determine who should attend meetings and calls.
  • CC the Chief of Staff on most emails and calls so that she can advise both you and the Director on issues.
  • Serve as back up for obtaining signatures on patents.
  • When outside entities place something on the calendar, which results in double booking, immediately decline or call the meeting organizer to reschedule, so that the Director is never double booked. Priorities, however, are HVTN and BioNtech. Consult with the Director of Chief of Staff of priorities and alternatives to double booking.
  • Meet with the Chief of Staff on a weekly basis to review the following week’s schedule for planning.
  • Overall, be in charge of the flow of the day and providing support for the day’s tasks and schedule.

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