Administrative Assistant

On-Site Expectations

• 100% on-site position.
• After-hours and flexible hours as needed

Responsibilities

• Assists multi-site management with daily tasks and activities and supports special projects as needed.
• Schedules appointments, makes travel arrangements, and prepares expense reports.
• Coordinates and serves as the single-point person for all existing and prospective customer visits; includes modeling a passion for customers for a positive first impression the minute visitors enter our facilities.
• Maintains the client prospect calendar on the company’s intranet site (ePulse) with current and accurate information, and coordinates with Program Management, Sales and Business Development and site SLT.
• Facilitates site visitors through the check in processes and communicates with assigned contact.
• Schedules and coordinates interviews for candidates. Sends new hire announcements.
• Coordinates activities between departments and outside parties.
• Interacts with employees at all organizational levels to gather information and coordinate activities and assists in event planning.
• Requisition required supplies for the site supported
• Handles all incoming phone calls and documents all calls.
• Composes and proofs all correspondence, including letters, and reports, prior to distribution.
• Prepares presentation materials for departmental management.
• Performs all receptionist duties for the facility.
• Ensures timely completion and compliance with cGMP and all other relevant company training requirements.
• Other duties as assigned

Qualifications

• Bachelor’s degree with 4 years of related experience, or Associate’s degree with at least 6 years experience or High School diploma with 10 years experience.

Knowledge, Skills, and Abilities

• Strong interpersonal and communication skills.
• Strong written and oral skills.
• Willingness to collaborate with other team members
• Understanding of company operations, policies, and procedures.
• Understanding of business and office practices.
• Understanding of departmental activities and practices.
• Expert knowledge of Microsoft office including Word, Excel and PowerPoint
• Able to handle multiple projects simultaneously.
• Ability to provide support for multiple individuals.
• Consistently demonstrates honesty and integrity through personal example.
• Follows all safety policies and leads by example a safety-first culture.
• Produces high quality work products with a focus on first time right.
• Complies with the company code of conduct and policies and regulatory standards.
• Thinks strategically. Quickly identifies and acts on opportunities. Considers the downstream impact. Seeks to understand the why. Focuses on work that matters.
• Develops organization and others. Takes ownership to develop self and others. Seeks out new opportunities and experiences for continuous learning.
• Acts decisively. Makes and acts on decisions quickly. Makes decisions with the customer and their patients in mind. Meets commitments with a sense of urgency. Seeks ways to be more efficient.
• Drives performance. Holds self and others accountable. Delivers results first time right. Never settles for status quo. Willing to have tough conversations. Asks for feedback and takes action to improve.
• Passion for customers. Listens to understand. Asks the right questions. Gets to the heart of the matter and uses that insight to provide value.
• Works collaboratively. Seeks out the experience of others with the aim for better results. Open minded regardless where ideas originate. Flexible and easy to work with.