Administrative Assistant IV # 26-20169

Executive Administrative Assistant

Duration: 12 Months Job Duties:

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 Client policies and procedures.

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.

Requirements:

• Some college preferred.
• Some leadership or supervisory experience desired.
• Experience working in pharmaceutical company is highly 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 learners that grasp information quickly and adapt to changes that may happen daily.

Behavior Preferences:

• 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.

Key Responsibilities Include:

• Provides general administrative support.
• Takes meeting notes.
• Manage and update agendas and monthly business updates
• Effectively monitors manager and team calendars, proactively solves conflicts.
• 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 manage confidential or business-sensitive information.
• May include some support for tracking budget expenditures.
• Coordinates and maintains departmental files assigned in compliance with corporate and government regulations.
• Orders business cards and stationery as needed.
• Uses and understands Microsoft Office Suite, and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable).
• Coordinates new employee office set-ups and onboarding.
• May train/coordinate work for new administrative assistants.
• Operates with general instruction and some supervision.
• Safeguards Client 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.
• 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.

About US Tech Solutions:

US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions.

Equal Employment Opportunity (EEO):

US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

AI Statement:

By applying, you acknowledge that AI-assisted tools may be used during hiring. IND01 #LI-AS140 #ZR