Administrative Assistant II

Duration: 12 months

• This is an onsite position
• Shift 1st, 9-5

Responsibilities:

• Provide general administrative support to one or more managers.

• Provide administrative support requiring a complete knowledge of department functions.

• Responsibilities include preparing grammatically correct correspondence, reports, tables, and analyses. Exercise discretion in handling of confidential material and information.

• Assist in special projects as assigned.

• Recommends improvements on administrative procedures and implements changes.

• Responsible for organization and maintenance of department filing system including potentially confidential data.

• Ensure department supplies needs are met.

• Manage department communication for manager(s) including mail and email.

• Respond to various inquiries for information according to general guidelines.

• Coordinate meetings, maintains calendars, makes travel arrangements, etc.

• May provide clerical support as necessary, including filing, faxing, copying, performing data entry, etc.

• May provide guidance and training to less experienced administrative staff.

• Contacts are frequent with individuals representing other departments, and/or representing outside organizations. Contacts involve obtaining or providing information or data on matters of moderate importance to the function of the department or which may be of sensitive nature.

• Demonstrate ability in the application of requisite skills and applies additional skills and knowledge acquired through experience to perform the more complex tasks of the position.

• Generally receive no instructions on routine assignments while under limited supervision. Receive general instructions on new work, which is generally reviewed upon completion.

 

Basic Qualifications:

 

• High School Diploma or GED and 5+ year's administrative experience

• Proficiency in using computer technology including the Microsoft Office Suite (Outlook, Excel, PowerPoint, Word and others)

Preferred Qualifications:

• Bachelor’s Degree strongly preferred or Secretarial Certificate

• Experience with SharePoint content administration

• Experience supporting senior-level business leaders in a pharma or biotech environment

• Experience in audit

• Familiarity with pharma industry and Business organization in particular

• Excellent verbal and written communication skills

• High ethical standards, maintenance of confidentiality

• Ability to prioritize effectively

• Ability to navigate organization with minimal direction, in support of completing task

• Strong initiative, tact, communication, and interpersonal skills a must

• Organized and committed

Comments:

• Role is fully onsite

• Local candidates only

• Paid parking is required at this site

• Role will support 4-5 Managers/ Executives

• HS Diploma 5 + years of experience/ BS Degree 3+ years of experience

• Experience supporting senior-level business leaders

• Strong follow through skills, ability to take initiative

• Previous experience with auditing

• Microsoft Office Suite (Outlook, Excel, PowerPoint, Word and others) MS Teams or Zoom

• Previous project experience, coordination or assisting with projects (ex: edit policy documents, format, design and structure existing documents; review and track invoices; design power points for meetings)

• Strong Power point experience, creation and editing

• Detailed orientated, experience with reviewing content and policy documents

• Enthusiastic, team player

• Experience in previous Pharma or biotech environment.

Manager has requested "auditing" experience with:

• Undertaking internal audits to ensure the company meets its operational and compliance objectives

• Supporting the development of an assurance planning reporting process

• Reporting on control deficiencies to management and making recommendations to mitigate risk and add value

• Challenging current processes across the company and identify opportunities for refinement

• Engaging remediation of identified issues through follow-up

• Playing an active role in the maintenance and review of policies and procedures, including ensuring they are up to date with all legislation and best practices

• Communicating with a variety of stakeholders across the company