STAR Administrative Assistant IV

Admin Level IV

Client provides a vast array of opportunities for an individual looking for an organization with whom they can flourish and develop their careers in a variety of directions. In addition to a beautiful environment and a positive corporate employee culture where contingent staff are embraced as an integral part of their staffing to meet their business objectives, here are just a few of the perks you can look forward to enjoying once you have been offered and accepted a contingent position with Client:

· Various technology and training are available for anyone looking to expand and improve their current skill levels.

· Leadership support to drive your career into areas of interest to meet your passion and career goals.

· Flexible schedules in many cases, dependent on specific team.

· Collaborative team environment, creating a positive experience for those working at Client.

· Inter-campus shuttles to get you from building to building with on-demand service to allow you to make the most of your workday.

· Complimentary shuttle service from the Metro to the campus (depending on the region/campus); and

· Complimentary coffee service throughout locations (depending on the region/campus).

Key Responsibilities include, but are not limited to, the following:

· Provides Advanced admin support to the team leaders. May provide back-up support to other team staff, as needed.

· Responsible for compliance with applicable Corporate and Divisional policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).

· Interact with high-level executives and handles confidential or business-sensitive information.

· May include some support for tracking budget expenditures.

· Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.

· Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel and Expense website and employee performance management systems (as applicable).

· Coordinates new employee office set-ups and onboarding.

· May train/coordinate work for new administrative assistants.

· Responsible for all administrative functions for Client Patient Services, such as:

o Answering phones.

o Calendar management, proactively solving conflicts.

o Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues.

o Scheduling travel and processing expense reports.

o Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments.

o Ordering office supplies.

o Processing invoices.

o Meeting/event planning and catering.

o Creating or modifying business documents.

o Preparing presentations from source materials.

o Preparing binders and other large copy requests.

o Requesting publications/articles.

o Onboarding various contracted vendors; and

· Operates with general instruction and some supervision.

· Safeguard’s Client confidential information.

Leadership and Interpersonal Skills:

· Fully understands assigned tasks and any associated expectations.

· Asks for clarification, as needed.

· Understands deadlines and deliverables; communicates obstacles that prevent completion of deadlines; provides status updates prior to deadlines.

· Demonstrates strong problem-solving skills.

· Accountable and responsible for actions/mistakes.

· Challenges the team to always do better.

· Prioritizes own work, balancing multiple requests for assistance.

· Establishes good working relationships with client areas.

· Builds rapport and trust with others; possesses good listening skills.

Requirements:

· Some college preferred.

· Some leadership or supervisory experience desired.

· Experience working in pharmaceutical company or CRO strongly preferred.

· 7+ years of previous administrative experience supporting executives.

· Must have intermediate-to-advanced knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus and understanding of business processes and requirements.

· “Make it happen” spirit and attitude as well as persistence.

· Learns fast, grasps the “essence,” and can change course quickly, where needed.