Administrative Assistant – Contractor to Permanent

Role Overview

• Provide flexible, proactive administrative support to various Executive Leadership Team (ELT) leaders and other leaders as organizational needs dictate—you'll support whoever needs help, when they need it.
• Take initiative to identify and solve problems before they escalate; anticipate needs and act on them
• Proactively coordinate meetings from invite to presentation preparation.
• Arrange and book complex and detailed travel plans for both domestic and international travel, creating itineraries and agendas and compiling documents for travel-related meetings and industry conferences.
• Create and submit expense reports via Concur for various leaders as needed.
• Create and submit purchase order requests for leadership team members.
• Assist with candidate interview scheduling, travel arrangements, and onsite interview coordination and candidate care.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
• Serve as an organizational "utility player” pitching in on special projects, covering for colleagues, and filling gaps wherever they arise.
• Partner and collaborate with other office admin team members to ensure the overall office needs are met and we maintain a positive and enjoyable office culture.
• Provide office management and upkeep on assigned office day(s) which includes mail distribution, general office clean-up and preparation for meetings, catering/lunch orders and office supplies.
• Embrace the small company environment where everyone contributes beyond their job description to help the team succeed.

Requirements

• Bachelor's degree preferred
• 5+ years of experience in providing support to high-level executives, including C-suite members
• Experience in the Pharmaceutical/Biotech industry preferred, but not required
• Demonstrated "roll up your sleeves" mentality with a track record of proactively identifying needs and taking action
• Comfortable working in a lean organization where adaptability and willingness to help across functions are critical
• Professional, positive manner, with experience in a role requiring a high degree of confidentiality.
• Significant responsibility working in a dynamic, demanding, and fast-paced environment
• Self-starter who takes ownership and doesn't need to be micromanaged; you see what needs doing and do it
• Exceptionally organized with keen attention to detail with the ability to shift focus and priorities, when necessary, under pressure, and within deadlines
• Outstanding verbal and written communication skills; strong ability to inform and engage through written communications
• Excellent interpersonal and relationship-building skills at all organizational levels
• Strong project management skills and the ability to support multiple people and projects and to multi-task
• Excellent problem-solving skills and resourcefulness; ability to follow-through and close loops
• Strong work ethic and entrepreneurial spirit; you understand that in a small biotech, success requires everyone to contribute wherever needed
• True team player who thrives on collaboration and supporting colleagues across the organization
• Proficient in MS Office, TEAMs and with Advanced Outlook organizational skills

Benefits

• Flexible work arrangements
• Professional development opportunities