Administrative Coordinator IV

2 weeks ago

San Mateo, California, United States TekWissen LLC Full time
Job Description

Overview: TekWissen Group is a leading provider of workforce management solutions across the USA and globally. This opportunity is with a prominent Biotech client dedicated to the research, development, and commercialization of innovative therapies, particularly antiviral medications.

Position: Admin Coord IV

Location: Not specified

Duration: 6 Months

Job Type: Contract

Work Type: Onsite

Role Summary:

  • Support the Executive Director of Global Medical Writing as an Administrative Coordinator.
  • Facilitate communication and workflow among administrative staff within Regulatory Affairs.

Key Responsibilities:

  • Oversee the Executive Director's calendar, resolving scheduling conflicts and ensuring meeting logistics are effectively managed.
  • Manage team communication through the outlook inbox, filtering and addressing emails as necessary.
  • Process monthly expense reports for the Executive Director in a timely manner.
  • Assist with logistics for meetings, including offsite events and team engagement activities.
  • Coordinate travel arrangements for the Executive Director as required.
  • Maintain updated communication with team members regarding schedules and responsibilities.
  • Manage organizational charts and distribution lists to streamline communication.
  • Coordinate both in-person and virtual meetings, ensuring all technical requirements are met.
  • Prepare meeting agendas, track action items, and document meeting minutes.
  • Engage in larger projects that may span local and global initiatives.
  • Collaborate with other administrative professionals to ensure coverage during absences.

Qualifications:

  • High School diploma with five years of relevant experience, or an Associate degree with two years of experience, or a Bachelor's degree.

Preferred Skills:

  • Experience working in diverse environments with multiple time zones.
  • Ability to build a strong network of stakeholders for effective coordination.
  • Professional demeanor with a commitment to high-quality work.
  • Strong organizational skills and the ability to prioritize tasks effectively.
  • Resilience in navigating ambiguous situations.
  • Proactive approach with accountability.
  • Excellent verbal and written communication skills.
  • Interpersonal skills to work effectively with diverse teams.
  • Proficiency in MS Office 365, including Outlook, Excel, PowerPoint, Word, and Teams.
  • Familiarity with remote communication tools such as Zoom.
  • Understanding of administrative policies and procedures.
  • 4 to 5 years of relevant experience is required.

Essential Skills:

  • Proficiency in MS Office 365, particularly Outlook.
  • Experience with scheduling interviews and onboarding processes.
  • Coordination of meetings, including hosting Zoom sessions and managing conference room bookings.
  • Regular updates to organizational charts and assistance with PowerPoint presentations.

Desirable Skills:

  • Experience in taking meeting minutes.
  • Ability to gather agendas for meetings.
  • Maintenance of team communication channels.

Disqualifiers:

  • Poor communication skills, both written and verbal.
  • Inability to work collaboratively within a team.

TekWissen Group is an equal opportunity employer committed to workforce diversity.

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