What are the responsibilities and job description for the Sr Administrative Assistant position at Alkermes?

Summary

Interfacing with all levels of management across departments and locations, internal and external customers, and clients, the Sr. Administrative Assistant (SAA) works with the Administrative Lead (AL) to support site leadership in the execution of their responsibilities. The SAA provides administrative support to Directors (DIRs) and Associate Directors (ADs) of the EHSS, Site Ops & Engineering, and Manufacturing departments, as well as assigned Site Leadership Team (SLT) and Operational Leadership Team (OLT) members.

Essential Functions

Works with AL and administrative team to coordinate all aspects of general office services and departmental support
Arrange meetings and tours with internal and external constituents, partners and visitors
Manages adherence to travel policy, coordinates timely submission of expense reports
Coordinate travel, and meeting logistics for assigned departments and DIRs
On and off-site event planning support for corporate, social, and department events.
Meeting schedule support for collaborative meetings, including overseeing scheduling, catering, audio visual set-up, and room set-up for collaboration meetings
Develop agendas and high level PowerPoint presentations based on business needs that will be delivered to both internal departments and executive level individuals outside of Wilmington
Record, disseminate and retain minutes, action logs and other documents of record
Prioritize conflicting needs, handle matters expeditiously, proactively and follow through on projects to successful completion, often with deadline pressures
Supports projects management for Engineering team by tracking and updating projects status in Planview application
Supports Site Ops & Engineering by executing small projects and managing workspace allocations in OfficeSpace application
Serves as Key Functional Representative to support assigned departments in progressing purchase order requests
Supports contracts management for executive team and AL; collaborates with Procurement and Legal Departments to progress agreements from draft to signature
Assists in special projects as requested; responds to routine inquiries
Create and maintain a welcoming and professional environment for all guests and external contacts
Ability to provide additional administrative support and backup coverage to assigned departments as needed

Competencies

Expert knowledge of administrative activities

Expert knowledge of MS Office, including Word, Excel, PowerPoint, Outlook, and Teams; SharePoint and Visio org charting is helpful; ability to learn and adapt to evolving technologies.

Maintain a can-do attitude, with the ability to autonomously problem-solve yet request support when needed

Ability to work under pressure while remaining flexible, proactive, resourceful and efficient

Excellent written and verbal communication skills

Strong organization skills and attention to detail

Ability to interact positively with all levels of staff in a fast-paced environment

Ability to anticipate needs proactively

Ability to work within a team and be seen as a “go to” person

Ability to maintain highest degree of confidentiality and discretion

Ability to prioritize and manage multiple projects

Required Education and Experience

Associate degree in a relevant field

Four years administrative experience supporting a team of executives or as office manager

Preferred Education and Experience

Bachelor’s degree in Business Administration or closely related field preferred

Seven years administrative experience supporting high level executives

Working Conditions

May require overtime hours including occasional night and weekend hours.

May require use of own vehicle for business errands.

Open office environment.

Physical Requirements

While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, reach, stoop, kneel, use hands and fingers to operate a computer, telephone, and keyboard and lift up to 25 lbs.

Specific vision abilities required by this job include close vision requirements due to computer work.

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Sr Administrative Assistant

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