Administrative Assistant

This position is located in Richmond, Virginia. Remote candidates will not be considered. This is a part-time role, estimated at 20 hours per week.

At Kaléo, our way is not to seek to be like others, but rather to passionately pursue meaningful and innovative solutions for patients. We believe all people should have access to the innovative healthcare products and solutions that empower each of them to live fuller, bolder lives.

The Administrative Assistant supports Kaléo executives with day-to-day needs, including travel, expense reimbursement, scheduling, meeting planning, invoice management, and other administrative tasks. The Administrative Assistant also supports planning and execution for occasional company-wide events. Finally, the Administrative Assistant provides coverage for the front desk and general office operations. This is a part-time role with an expected work volume of about 20 hours per week, allowing for flexibility and work-life balance. This role is Richmond-based, operating in-office 3 days a week and remote 2 days a week.

You will love this Administrative Assistant role if you want to be a valued member of an enterprise-wide team and provide critical support our office operations and cross-functional executives. We offer a hybrid, flexible office environment with the advantages of both in-person work and remote work.

As the Administrative Assistant, you will:

• Book executive travel and manage travel bookings in coordination with travel agency partners.
• While in-office, manage front desk and general office operations: receive incoming calls, ensure office areas are neat and orderly, greet guests and Kaléo employees, coordinate office mail (receipt / distribution), manage office shared-space calendar, inventory ordering, etc.
• Process executive expenses using accounting software.
• Coordinate and complete contracts and accounts payable processes, including submitting contracts for approval, processing invoices, and submitting purchase order requests.
• Plan and execute special events, such as team retreats.
• Support in-office and virtual meetings with meals, agendas, and scheduling.
• Manage executive calendars and appointments.
• Complete conference or other professional development registrations.
• Work collaboratively across the organization to support special projects and initiatives as needed.

A successful Administrative Assistant will have:

• A responsive, proactive approach to internal customer service.
• Excellent attention to detail and organization skills.
• The ability to multi-task, manage competing deadlines, and prioritize work.
• The ability to work independently with a deadline and results orientation.
• The willingness to ask questions, take initiative, and solve problems.
• A refined sense of discretion and judgment, with the ability to keep sensitive information confidential.
• A commitment to following processes and adhering to compliant procedures.
• Flexibility and adaptability to changing priorities and requirements.
• A commitment to participating in an inclusive workplace environment.

To be considered for the position, you must have:

• Associates degree or equivalent combination of education and experience.
• At least two years of experience in an administrative support role in a fast-paced environment.
• Proficiency with Microsoft Office products, including Outlook and PowerPoint.

Additional preferred qualifications:

• Experience with Concur software is preferred.
• Previous experience supporting multiple executives is preferred.
• Previous experience with travel and event planning is preferred.

Please complete candidate application for consideration. Additional questions can be directed to talentacquisition@kaleo.com.