Executive Assistant I - Business Operations

Are you passionate about making the world better? Are you looking for an organization that aligns with your values?
MRIGlobal solves challenging problems through science, engineering, and program management. We are an independent scientific research organization dedicated to benefiting society and fostering a safe, healthy, and sustainable environment.
When you embark on a career with MRIGlobal, you are joining a crew of world-class talent and problem solvers. Established in 1944, MRIGlobal is headquartered in Kansas City, MO, working in several states including Virginia and Maryland.
Basic Function
Maintains official corporate records, files and executes administrative policies determined by or in conjunction with other officials. Provides administrative and secretarial support to the Vice President's Directors and others on occasion or as directed.
Nature and Scope
This position reports to the Chief Executive Assistant and serves as custodian of corporate documents and records. Performs general administration, telephone coverage, receives clients and schedules meetings, conference arrangements and travel. May assist with expense tracking and reporting and budget administration. Conducts research and routinely handles highly confidential requests, correspondence and reports. Attends corporate meetings to record minutes and assist other executive offices, as needed. Interacts and works closely with staff across organizational lines.
Essential Functions

1. Provides administrative and secretarial support to the Vice President's, Directors and others on occasion or as required. Maintains confidential and/or technical files and oversees the executives filing system to assure integrity.

1. Manages SharePoint for their respective department.

1. Prepares expense reports, purchase orders, initiates payment for invoices, P-Card purchases. Processes supply orders and purchase orders.

1. Supports the work of committee(s) of the institute, including the maintenance of records, compiling data and coordinating with external 3rd parties on recordkeeping.

1. Assists with planning, budgeting and forecasting functions. Submission of budgets and monthly reports.

1. Supports facilities planning efforts. Coordinates new hires' seating with the Space Committee and management team.

1. Coordinates client visits and interacts with clients and visitors. Provides support during these visits. May assist with internal and external audits and inspections.

1. Researches, compiles, assimilates, prepares, and/or modifies a broad scope of confidential, sensitive and complex documents, correspondence and situations. Briefs executives on contents and/or results.

1. Generates timely and accurate reports to management and regulatory agencies; provides computer downloads and ad hoc reports as requested.

1. If needed, prepares and maintains contracts, lease agreements, tax credit applications, lobbying reports, bond documents, and other state and local government-required documentation. Aids with or coordinates archiving.

1. Manages all administrative activities including the following: Assists with travel and meeting arrangements and keeps the calendar for the assigned staff members including vice presidents and directors, as needed.

1. Plans, coordinates, and schedules meetings and functional activities like Presentations, Holiday parties, Town Halls, etc.

1. May also support Business Operations in CAIRA and CMT Admin Support, BSAT/DPR coordination, Controlled Substances Requirements/Permits/Registrations, IACUC Document coordination, GLP Project Schedule and GLP/NTP filing, past due SOP coordination.

Success Factors

• Excellent interpersonal, communication (oral and written), organizational and time management skills.
• Exhibits highest degree of professionalism and sensitivity with all subject matter.
• Demonstrated proficiency in the use of Microsoft Office products. Ability to learn new software/systems.
• Ability to understand and interpret basic financial and operational information to provide assistance with planning, budgeting and forecasting functions.
• Ability to plan, assess priorities, and meet objectives, strong problem-solving aptitude.
• Ability to work independently or with a team, disseminating information effectively across organizational lines.
• Fundamental understanding of contract research business.
• Ability to handle multiple tasks simultaneously and shift priorities effectively.

Minimum Qualifications

• High School diploma, general education degree (GED), or equivalent with advanced courses at a community college.
• 7 years related experience and/or training as an Executive Assistant, or in a research or academic business environment.
• High level of proficiency in Microsoft Office suite of products and computer applications

Preferred Qualifications

• Bachelor's degree (B.A./B.S.) in business or related field and three years of related executive administrative experience in a business environment.

WHAT WE OFFER
At MRIGlobal, we offer benefits and perks that make your life even better.
Your Well-Being: You can receive comprehensive coverage for you and your family, as well as support through our onsite gym or discounted memberships. Feel great with virtual coaching, no-cost counseling, onsite screenings, and chair massages (HQ). MRIGlobal has received multiple wellness recognitions.
A Bright Future: MRIGlobal offers award-winning employer retirement matches and no-cost financial education benefits. Get paid Parental Leave. Enjoy PTO and a flexible culture that encourages work-life integration.
Personal Development: At MRIGlobal, you will enjoy diverse work that will grow your skills set, along with a tuition reimbursement option to pay for higher education.
A Genuine Community: MRIGlobal is a special workplace. From our Chili Cook-offs, Pi Day, and charitable giving opportunities, our traditions strengthen our team spirit. Join our DEI celebrations and volunteer in initiatives that nurture future STEM generations.
To view all of MRIGlobal's current openings and to ensure that we receive your resume, visit our Career page.
EOE, including disability/vets. As an organization dedicated to scientific advancement, MRIGlobal invites and embraces diversity in our people. We value their unique backgrounds and perspectives in every aspect of our mission. We are committed to creating a safe, welcoming, and inclusive environment where everyone feels respected and represented, fostering a culture where all input is welcome. We adapt to change, challenge the status quo, and evolve through belonging, allyship, and mutual support.
Other details

• Job Family Active
• Job Function 11-Secretaries
• Pay Type Salary

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