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Administrative Support Specialist

2 months ago

Houston, Texas, United States Pinnacle Clinical Research, LLC Full time
Job Summary

Pinnacle Clinical Research, LLC is seeking a highly skilled and organized Administrative Assistant to provide support to our senior leadership team. As a key member of our team, you will be responsible for ensuring the effective use of senior leadership's time and facilitating productive interactions with staff and key stakeholders.

Key Responsibilities:
  • Administrative Support: Provide administrative assistance, including writing and editing correspondence, drafting reports, and preparing communications for senior leadership as needed.
  • Project Coordination: Assist with special projects and events, including preparing materials, arranging logistics, and providing support for all project-related activities.
  • Communication Liaison: Serve as a main point of contact for internal and external communication with senior leadership, including information that is highly confidential or critical in nature.
  • Travel Arrangements: Make travel arrangements, complete expenses, and mileage reports.
  • Record Keeping: Maintain comprehensive and accurate records.
  • Meeting Coordination: Organize meetings, including scheduling, sending reminders, and organizing catering when necessary.
  • Customer Service: Answer phone calls in a polite and professional manner.
  • Information Management: Respond to internal and external requests for information in a proactive and timely manner.
  • Confidentiality: Maintain confidentiality with sensitive information and correspondence.
  • Calendar Management: Manage site calendar, including making appointments and prioritizing the most sensitive matters.
  • Reporting: Produce timely and accurate information reports as requested.
  • Document Creation: Create spreadsheets and presentations.
  • File Management: Manage the efficient flow of information for the President, including maintaining electronic and paper files, folders, and other important materials.
  • Mail Processing: Receive and process all incoming and outgoing mail.
  • Team Support: Communicate with teams and assist with project support as needed.
  • Financial Management: Process office expenditures, including corporate credit card accounts, memberships, and business expense reports.
  • Executive Support: Provide support to various directives from CEO and executive level as needed.
Requirements:
  • Education: Minimum of a Bachelor's degree plus 2 years of administrative experience supporting senior leadership.
  • Experience: Previous administrative experience.
Preferred Qualifications:
  • Language Skills: Spanish speaking preferred but not required.
  • Organizational Skills: Ability to manage multiple assignments, set priorities, and adapt to changing conditions.
  • Project Management Skills: Project coordination skills.
  • Software Skills: General data analysis software skills.
  • Document Creation Skills: Document creation software skills.
  • Communication Skills: Excellent written and oral communication skills.
  • Organizational Skills: Organizational skills.
  • Attention to Detail: Ability to pay attention to detail.
  • Independence: Ability to work independently and multi-task in a fast-paced team environment.
  • Interpersonal Skills: People skills, including a positive, friendly, and professional demeanor.
  • Communication Skills: Ability to communicate in a diplomatic and professional manner.
  • Interpersonal Skills: Strong interpersonal skills.
  • Software Skills: Advanced knowledge of Microsoft Office Suite.
  • Problem-Solving Skills: Proactive at identifying, addressing, and solving issues in real time.
  • Self-Starter: Energetic self-starter, results-oriented, and the ability to work effectively in an entrepreneurial environment.
Work Environment and Physical Demands:
  • Work Environment: Work is performed in an office or remote setting.
  • Flexibility: Weekend or after-hours work may be required from time to time.
  • Travel: Occasional travel may be required domestic and/or international.
  • Physical Demands: Ability to work in an upright and/or stationary position for 6-10 hours per day.
  • Mobility: Frequent mobility required.
  • Physical Demands: Occasional squatting, kneeling, or bending.
  • Physical Demands: Light to moderate lifting and carrying (or otherwise moves) objects including medical equipment with a maximum lift of 20-50 lbs.

Pinnacle Clinical Research, LLC is an equal opportunity employer. We are committed to creating a diverse and inclusive work environment that values and respects all employees. We do not discriminate on the basis of race, color, religion, disability, gender, national origin, age, genetic information, military or veteran status, sexual orientation, gender identity, marital status, or any other protected Federal, State/Province or Local status unrelated to the performance of the work involved.