Administrative Assistant Iv

Length of Contract: 4 Months
Possible FTE?: Yes if it is an organizational fit
Schedule Type: Is this WFH Model (3:2) or Onsite? Onsite 5 days per week is preferred.
Location: ABV1
Type of Position: Admin Assistant IV
Bill Rate: ***
Job Duties:
1. Proactive Calendar Mgt for VP, Controller
2. Coordinate and support logistics for all monthly/quarterly finance staff meetings
3. Coordinate Financial Meetings with cross-function stakeholders throughout the year
4. Support and help coordinate ad hoc finance events throughout the year
5. General
a. Coordinate and book necessary business travel as needed (very limited)
b. Consolidate and email out US Tx Finance Org Announcements weekly
c. Update US Tx Finance Org chart monthly
d. Provide necessary support for new hire onboarding (office space, IT equip, etc.) as needed with hiring manager
e. Manage US Tx finance office supplies, purchasing card and email distribution list
Behavior Preferences:
Experience supporting senior leader with dynamic schedule
Proactive, comfortable working independent, personable with broader team
Excellent verbal and written communication skills
Admin Level IV- Specialty & US Therapeutics Operations
We provide 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:
Various technology and training 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 with peers
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 general administrative support. May provide back-up support to higher-level management, 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).
Interacts 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 VP of Specialty & US Therapeutics Operations and Team such as:
o Answering phones;
o Calendar management, proactively solving conflicts;
o Handling Teams/Zoom and general TelePresence setups and acting as liaison for remote access issues;
o Scheduling travel and processing expense reports;
o Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments;
o Ordering office supplies;
o Processing invoices;
o Meeting/event planning and catering;
o Creating or modifying business documents;
o Preparing presentations from source materials;
o Preparing binders and other large copy requests;
o Requesting publications/articles;
o Onboarding various contracted vendors; and
Operates with general instruction and some supervision.
Safeguards 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 previous admin 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.