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Administrative Assistant II

  • Setting up conference calls, often involving internal personnel and/or external parties, and possibly encompassing the use of audio and WebEx technologies;
  • Maintaining day-to-day calendar and recurring meetings for the department;
  • Providing meeting coordination and support to team members as required; act as a central contact for the development team for designated project communications, correspondence and associated documentation;
  • Schedule meetings and arrange on site and off site meetings, including catering services;
  • Prepare and coordinate travel and expense report management, including accommodations, domestic and international;
  • Compile, submit, and track expenses for the Senior level staff;
  • Participate in recruiting efforts by working with the human resources department to schedule interviews, coordinate interview packets and host the candidate. Participate in on-boarding activities;
  • Assist with contract document preparation;
  • Prepare agendas and make arrangements for departmental, company and partnered team meetings;
  • Interface effectively with employees and external contacts at all levels;
  • Oversee and execute timely completion of additional projects, as needed;
  • Handle confidential material effectively and discreetly;
  • Establish, update and maintain departmental files (paper and electronic), inventories, and records;
  • Screen telephone calls, take messages, redirect calls, and respond to routine inquiries regarding department business;
  • Provide clerical support as necessary, including filing, faxing, copying, collating and all other administrative support;
  • Type and format confidential and non-routine documents. Proof work and make changes as necessary and/or composes routine correspondence using predetermined formats;
  • Prepare and send outgoing FedEx correspondences;
  • Maintain department supplies and equipment;
  • Serve as a collaborative member of the organization’s administrative team and offer relief support, as needed.
  • Proven experience handling confidential and sensitive information.
  • Strong knowledge of MS Office (Excel, Word, PowerPoint, Outlook).
  • Excellent analytical, planning and organizational skills with strong attention to detail.
  • Ability to effectively communicate and share knowledge with internal and external contacts at all levels.
  • Skilled in developing collaborative internal and external relationships.
  • Ability to multi task and shift priorities quickly.
  • Excellent follow through.
  • Proven ability to work under tight deadlines and pressure in a composed manner.
  • Must have excellent customer-service orientation, high degree of professionalism, and ability to work with little or no direction; strong team player.
  • Ability to learn quickly and take on new challenges as they arise.
  • Must be flexible, resourceful, and detail oriented.
  • Effective interpersonal and communication skills.
  • PC literacy required; MSOffice skills (Outlook, Word, Excel, PowerPoint)
  • Biotech/Pharmaceutical industry experience preferred
  • High School diploma or GED
  • A minimum of 3 - 5 years of experience in progressively increasing positions of responsibility.
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