Administrative Assistant

Payrate: $26.00 to $27.00/hr

Summary:
The position provides administration support, office management, correspondence drafting and editing, and performs an array of administrative functions. This is a dynamic position for personal and professional growth at the interface of new technology, emerging businesses, and law. Beyond the routine, significant opportunities are afforded for growth and utilization of additional skills. The employee must be able to combine their existing skills and abilities to support working at the science-development-business interface. Photocopy and print materials as needed. Conducts all activities and makes decisions that are in accordance with Company policies & SOPs, Values, FDA & global regulatory guidelines (including cGMP/cGLP/cGCP), environmental guidelines, as appropriate, etc.

Job Responsibilities:

• Scheduling / Travel Arrangements:
• Proactively coordinates and maintains the calendar of the assigned team members using initiative to ensure schedule is accurate and manageable.
• Makes travel arrangements for the assigned team members.
• Coordinates with administrative support to assist when traveling to other offices to secure office space and security clearance at those sites.
• Prepares expense reports for approval. Ensure expenses are filed correctly and comply.
• Corporate Travel & Expense policy. Reconcile statements against actual travel expenses.

Meeting Coordination:

• Schedules and coordinates multi-level / cross functional meetings, video, and teleconferences; uses meeting room scheduling systems.
• Creates agendas, schedules appointments and issues meeting minutes when appropriate or as requested for meetings and conference calls.
• Coordinates leadership group meeting logistics as requested. Prepares project estimates for meeting.

Daily Operations:

• Independently identifies and responds to daily issues that arise and determines appropriate actions.
• Proposes implementation of efficiency processes and continuous improvement within own workgroup.
• Initiates interdepartmental projects and provides project management assistance when necessary.
• Procures office supplies.
• May assist with on-boarding of new hires, either colleague or contractor staff.
• Organize and file documents for daily business needs and for Legal Hold documents.
• Maintains departmental document/knowledge repositories and websites.

Correspondence:

• Opens and reviews mail; prioritizes critical items and determines which items can be delegated to appropriate colleagues.
• Screens phone calls and visitors and uses discretion to provide information to callers requiring knowledge of the business, as well as company policies, practices, and operations.
• Replies to routine correspondence.

Qualifications / skills:

• High School Diploma or equivalent (GED) or higher.
• A minimum of 5 years' experience in an administrative support role required.
• Administrative experience at senior leadership and experience supporting a large team managing multiple projects desired.

Organizational relationships:

• This position reports to a Senior Vice President, Vice President or Senior Director generally.

Hard Skills:

• Hit the ground running.
• Concur.
• Outlook.

Soft Skills:

• Personable.
• Multitasker.
• Organized.

Compensation:
The pay rate range above is the base hourly pay range that Aditi Consulting reasonably expects to pay someone for this position (compensation may vary outside of this range depending on several factors, including but not limited to, a candidate’s qualifications, skills, competencies, experience, location and end client requirements).

Benefits and Ancillaries:
Medical, dental, vision, PTO benefits and ancillaries may be available for eligible Aditi Consulting employees and vary based on the plan options selected by the employee.

Aditi Consulting LLC uses AI technology to engage candidates during the sourcing process. AI technology is used to gather data only and does not replace human-based decision making in employment decisions.

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