Administrative Assistant IV

Admin IV

Provide executive administrative support to the VP of Enablement, including calendar management, meeting coordination, travel support, onboarding, operational administration, budget support, and handling of confidential information while ensuring compliance with policies and procedures. Proactive, adaptable, highly organized, and collaborative with strong judgment, discretion, and the ability to manage competing priorities in a fast-paced environment.

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, contingent staff are embraced as an integral part of their staffing to meet business objectives. Here are just a few of the rewards you can look forward to enjoying once you have been offered and accepted a contingent position with company:

• 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 the specific team with whom you work.
• Collaborative team environment; creating a positive experience for those working at company.
• Inter-Campus shuttles to get you from building to building with on demand service that allows you to make the most of your workday.
• Complimentary shuttle service from the Metro to the campus (depending on the region/campus).
• Complimentary coffee service throughout their locations (depending on the region/campus).

Responsible for all administrative functions (VP of Enablement): calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, handling Teams Meetings and Telepresence setups, and acting as a liaison for remote access issues.

Key responsibilities include providing general administrative support, taking meeting notes, managing and updating agendas and monthly business updates, effectively monitoring manager and team calendars, proactively solving conflicts, responsible for compliance with applicable corporate and divisional policies and procedures, following purchasing and requisition procedures, corporate security and privacy rules, corporate branding guidelines, and copy center procedures (if applicable), interacting with high-level executives and managing confidential or business-sensitive information, may include some support for tracking budget expenditures, coordinating and maintaining departmental files as assigned in compliance with corporate and government regulations, ordering business cards and stationery as needed, using and understanding Microsoft Office Suite, and other business-specific software, including the corporate travel website, and employee performance management systems (as applicable), coordinating new employee office set-ups and onboarding, may train/coordinate work for new administrative assistants, operates with general instruction and some supervision, and safeguards confidential information.

Leadership and interpersonal skills: fully understand assigned tasks and any associated expectations, ask for clarification as needed, understand the deadlines and deliverables, communicate any obstacles that prevent completion of any deadline, provide status updates prior to any deadline, be a good listener, demonstrate strong critical thinking skills, be accountable and responsible for actions/mistakes, challenge 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.

Requirements: some college preferred, some leadership or supervisory experience desired, experience working in pharmaceutical company is strongly preferred, 4+ years previous admin experience supporting executives, must have intermediate to advanced knowledge of Microsoft Office Suite, Teams, SharePoint Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements. "Make it happen" spirit & attitude as well as persistence. Adaptive learner that grasps information quickly and adapts to changes that may happen daily.

EEO: "Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans."