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:
• Answering phones.
• Calendar management, proactively solving conflicts.
• Handling Teams/Zoom and general telepresence setups and acting as liaison for remote access issues.
• Scheduling travel and processing expense reports.
• Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments.
• Ordering office supplies.
• Processing invoices.
• Meeting/event planning and catering.
• Creating or modifying business documents.
• Preparing presentations from source materials.
• Preparing binders and other large copy requests.
• Requesting publications/articles.
• Onboarding various contracted vendors; and
• Operates with general instruction and some supervision.
• Safeguards 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.

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