Senior Administrative Assistant

18 hours ago

Chicago, Illinois, United States Amber Kinetics Inc Full time
Job Title: Senior Administrative Assistant

We are seeking a highly skilled and experienced Senior Administrative Assistant to provide top-tier administrative support to our Vice Presidents and the Chief Science Officer and Medical Affairs Lead (CSOMA).

Key Responsibilities:
  • Create daily agendas for CSOMA, ensuring accurate and supporting documents for all meetings planned.
  • Maintain calendars, including awareness of global time zones and coordinates travel or virtual events for meetings for CSOMA and Med Sci Vice Presidents.
  • Support all scheduled activities for the supported Med Sci leadership, with any available resources such as meeting agendas, conference/webinar information, background information, historical emails, etc.
  • Order office supplies for Med Sci in a timely manner.
  • Direct internal and external requests to the appropriate Med Sci team member and respond to internal and external questions in a timely manner.
  • Prepare and arrange all necessary travel, including transportation and lodging, and ensure information is accurately reflected on the calendar, along with agendas and other preparatory information as applicable.
  • Procure all international visas and documentation needed to enter foreign countries.
  • Schedule requested meetings by CSOMA and/or VP(s) in a timely manner and ensure all participants have necessary meeting materials for the meeting (i.e. agendas, webinar information, etc.).
  • Send agendas for designated meetings by CSOMA and/or VP(s) in a timely manner.
  • Maintain accurate and timely financial records (in compliance with our funding and travel policy and processes) for the Medical and Scientific Relations team members (CSOMA and VPs). This includes processing and following up invoices for payment, reviewing and submitting reimbursement forms, and managing WorkDay reconciliation for monthly expenses accounting and reporting within the required timelines.
  • Support travel emergencies for Med Sci Directors in emergency situations during office hours.
  • Work closely with and assist meeting logistics coordinators in Med Sci and conference services to ensure invitations and logistics for virtual and/or face-to-face meetings are carried out.
  • Support any meeting logistics staff persons for all Med Sci meetings requiring copies/shipping, compiling, and clerical support.
Requirements:
  • High school diploma or equivalent; Bachelor's degree preferred or equivalent combination of education and work-related experience.
  • 5 years of experience supporting an executive or team.
  • Previous experience in a fast-paced office supporting multiple executives daily and with international travel support experience.
  • Excellent verbal, written (be able to type 50 WPM), and organizational skills to communicate in person or virtually using videoconferencing, phone or email.
  • Must be detail-oriented and able to review documents and email correspondence for content.
  • Must have expert or mastery level skills with Google Suite (e.g. Gmail, Calendar, Docs, Sheets) and Microsoft Office Suite (e.g. Excel, Word, PowerPoint), including the ability to edit documents and maintain/make PowerPoint slides. In addition, must have proficiency with videoconferencing technologies (e.g. Zoom, WebEx), and travel coordination interfaces (e.g. Egencia, Airline, Hotel, Train, Auto Rental companies) with the ability to learn new software quickly.
  • Experience with expense reporting (e.g. Concur), invoicing and accounts payable procedures.
  • Ability to develop and maintain a variety of databases and reporting mechanisms.
  • Ability to work independently, and collaboratively plan projects and meet deadlines.
  • Ability to develop and maintain relationships with internal and external constituencies and communicate with people at all levels of the Association.
  • Ability to understand scientific terms related to Alzheimer's disease and other related dementia.

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