Administrative Coordinator

4 weeks ago

Ridgefield, United States JobRialto Full time
Job Summary:

Onboarding and offboarding employees (equipment, etc). Manages calendars. Print out materials for meetings as needed, other printshop requests. Register and act as escort for building visitors as needed. Maintains department mailing lists and Teams sites. Sets up travel plans through Concur as a delegate, including air, ground, and hotel. Ensures the leaders are made aware of issues that need immediate attention. Handles confidential business matters as assigned by leaders, including but not limited to invoice resolution. Performs all Company business in accordance with all regulations and Company policy and procedures. Demonstrates high ethical and professional standards with all business contacts and BI employees to maintain the Company's excellent reputation within the medical and pharmaceutical community. Demonstrates comprehensive knowledge of Client's mission, business processes, policies, and practices, and applies knowledge within own technical area to develop relatively advanced work results. Organizes and prepares for leadership meetings of the two service areas, including drafting slides and capturing action items and attending to logistics such as conference rooms, food, and attendee management. Plays a consultative role in ensuring leadership meetings conducted are well run, adhering to budget and time constraints. Assigning Exams and Running Reports in LOS. Working with Internal team and Vendors to conduct surveys, evaluation forms, and run assessments. Opening P.O.'s, handling invoicing and ordering supplies. Working with vendors (ie. Sodexo and BCD) and trainer to coordinate meals/snacks for meetings when needed. Helping to support live training events. Participate on all training calls capturing notes and action items. Shipping supplies to trainers.

Key Responsibilities:

• Onboarding and offboarding employees (equipment, etc).

• Manages calendars.

• Print out materials for meetings as needed, other printshop requests.

• Register and act as escort for building visitors as needed.

• Maintains department mailing lists and Teams sites.

• Sets up travel plans through Concur as a delegate, including air, ground, and hotel.

• Ensures the leaders are made aware of issues that need immediate attention.

• Handles confidential business matters as assigned by leaders, including but not limited to invoice resolution.

• Performs all Company business in accordance with all regulations and Company policy and procedures.

• Demonstrates high ethical and professional standards with all business contacts and BI employees to maintain the Company's excellent reputation within the medical and pharmaceutical community.

• Demonstrates comprehensive knowledge of Client's mission, business processes, policies, and practices, and applies knowledge within own technical area to develop relatively advanced work results.

• Organizes and prepares for leadership meetings of the two service areas, including drafting slides and capturing action items and attending to logistics such as conference rooms, food, and attendee management.

• Plays a consultative role in ensuring leadership meetings conducted are well run, adhering to budget and time constraints.

• Assigning Exams and Running Reports in LOS.

• Working with Internal team and Vendors to conduct surveys, evaluation forms, and run assessments.

• Opening P.O.'s, handling invoicing and ordering supplies.

• Working with vendors (ie. Sodexo and BCD) and trainer to coordinate meals/snacks for meetings when needed.

• Helping to support live training events.

• Participate on all training calls capturing notes and action items.

• Shipping supplies to trainers.

Required Qualifications:

• Onsite presence in Ridgefield, CT minimum 3 days per week preferably 5 days per week.

• Preferred minimum of ten (10) years executive administrative, customer service and/or relevant business experience.

• Demonstrated excellent written, editing, and proofreading skills as well as verbal communication skills.

• Excellent working knowledge of Microsoft Office (Word, Excel, and PowerPoint) and data entry experience.

• Demonstrated high degree of accuracy, problem-solving and problem resolution as well as attention to detail.

• Ability to meet deadlines.

• Demonstrated ability to work independently, using sound judgment with the ability to prioritize and make decisions.

• Energetic and eager to tackle new projects and ideas.

• Excellent organization and time-management skills.

Education:

• Bachelor degree.

Education: Bachelors DegreeLearn More

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