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Administrative Assistant

Sigma Bullhorn ID:
6716
Location:
Collegeville Area, PA
Position/Role:
Administrative Assistant
Client Industry:
Biotech/Pharmaceuticals
Classification:
3 Months Contract (Extensions Likely Into Second Half of 2015)

PLEASE NOTE:
Remote Work is NOT allowed. On-Site Only. If you have any questions, I'll be happy to answer them, but I'll need to see a copy of your most 'up-to-date' resume to ensure the most accurate answers can be given to job-specific questions. Local candidates are preferred, but, out-of-state candidates willing to relocate are welcome to apply. U.S. Citizens and Green Card Holders (Permanent Residents) - W2 preferred; No H1B C2C arrangements.

POSITION
Summary:
Administrative Assistant

Duties and Responsibilities

Provides administrative support for the Medical Development & Scientific/Clinical Affairs team; Manages complex and multifaceted travel required; This often includes complicated international travel, visas preparation, and ground transportation, hotel reservations, various special requests, as well as selecting restaurants and menus for various size groups and levels of management; Requires close coordination with various groups both in and outside the company, incl. aviation, meeting planners, and local office colleagues; Organization of meeting logistics internationally will be required; Flexibility required to deal with travel updates if schedules change both before and during trips; Manage all travel off-hours including evenings, early morning, and weekends; Responsible for all logistics of meetings including conference room reservations, teleconference, videoconference, food ordering, and associated meeting logistics; and, monitoring emails in the early morning and evening; Proactively prepare meetings materials in advance of meetings; Use appropriate discretion and confidentiality in the management of information; Provide phone screening coverage; Arrange for visitor passes and building access; Prepare expense reports; Manage PO's through Ariba; Orders office supplies and IT equipment; Works closely with other Administrative Partners within the businesses; and, ability to prepare and edit reports and presentations using Microsoft Office software; organize and maintain electronic files

Requirements and Skills

Candidate should have 4-7 years' administrative experience that demonstrates an ability to carry out office functions proficiently and to complete quality work on a timely basis; Demonstrated strong self-starter, independent, pro-active and self-motivated while having flexibility to handle change calmly and professionally; Demonstrate resourcefulness with proven ability to anticipate needs, prioritize responsibilities, manage multiple priorities with tight timelines, and take initiative; Ability to work well in team environments as well as operate independently with minimal supervision; Excellent communication skills with an ability to respond with professionalism in verbal and written communication with all levels of the organization; Strong organizational knowledge of the environment, organization processes, and procedures preferred; Use good judgment skills while working with sensitive, confidential material, and information; Excellent attention to detail; Proficiency in MS Word, Excel, PowerPoint, and Outlook are essential; Ability to work flexible hours, when needed

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