Administrative Assistant I

Overview

The Administrative Assistant 1 provides high-level administrative support for assigned Leadership as well as back-up support for current administrative staff.

Responsibilities

- Answer phones/screen calls & manage/maintain management calendars.
- Make travel arrangements for team.
- Arrange teleconference calls and webcasts.
- Compile numerical or statistical data.
- Schedule meetings or appointments/conference rooms.
- Write business correspondence.
- Maintain records, reports or files.
- Manage expense reporting for team.
- Attend meetings in order to record minutes when requested.
- Prepare reports, memos, letters and other documents, using word processing, spreadsheets, database, and/or presentation software.
- Compile, transcribe, and distribute minutes of meetings.
- Prepare agenda for visitors and coordinate travel.
- Ability to maintain confidential information.
- Prepare responses to correspondence containing routine inquiries.
- File and retrieve corporate documents, records and reports.
- Prepare agendas.
- Open, sort,distribute incoming correspondence, including faxes & email.
- Ability to maintain confidential information.
- Back-up for front desk coverage at P48 and other facilities as requested.
- Back-up for the switchboard as requested.

- Willingness to utilize AI tools such as Claude and ChatGPT
- Must maintain all training requirements for the position, while seeking out opportunities for continuous development and growth.
- Adhere to the Quality Management System and its processes to meet FDA 21 CFR 820, ISO 13485, and other applicable regulatory requirements.

Qualifications

- High school diploma or equivalent required.
- Previous office experience (3 - 5 years) and/or Associate's Degree in Business Administration or related field preferred.
- Extensive working knowledge of Microsoft Windows Office and Outlook (ie Excel, PowerPoint and Word).
- Experience producing spreadsheets and other computer-generated data analysis reports.
- Proven ability to quickly learn new technical subject matter that may be unrelated to area of formal training.
- Experience performing multiple projects simultaneously with minimal direction/supervision.