Sr Administrative Assistant II

Provides diverse and advanced administrative duties for executive leaders. Independently makes administrative decisions, handles complex detailed situations, and maintains confidential records that are critical in nature.

Duties & Responsibilities:

• Manages administrative support for complex and diverse duties. • Handles business, company, and personnel details of a highly confidential and sensitive nature.
• Independently gathers, assembles and analyzes information from a variety of sources to prepare reports, manuals, agendas, correspondence and memoranda’s, including presentation materials for Board of Directors and other significant meetings for presenting executive level information.
• Maintains executive’s calendar and travel schedules.
• Coordinates meetings and conferences and makes travel arrangements, including both domestic and international travel.
• Initiates high-level contacts, of a sensitive nature, inside and outside the company.
• Manages travel arrangements for assigned executives.
• Manages and coordinates logistics for on/off-site meetings and conferences, keeping all parties informed.
• Reconciles and manages expense reports through purchase orders and Concur/corporate credit cards for executive leadership and assigned executives and client group(s) at the Sr. Director level and above.
• Maintains and assists with calendar of events such as investor conferences, scientific conferences, high priority meetings and other key company events.
• Prepares materials for leadership including proof-reading documents, presentations, spreadsheets, and printing & copying materials needed.
• Works with appropriate colleagues/departments to support the creation and management of the processing of statements of work, purchase orders, master service agreements and any other confidential records related to department work.
• Manages Product of work and contracting efforts via agreement request form, and documents updates with internal departments and third parties, as needed.
• Assists with logistics in company events and activities.
• Support interdepartmental and/or cross functional projects and collaborate with other administrative staff to share best practices and coordinate initiatives.
• Performs project administration responsibilities and other assignments as directed.

Skills and Requirement:

• An equivalent combination of relevant education and applicable job experience may be considered. Pharmaceutical or biotech experience strongly desired
• Must possess: Experience supporting high level executives.
• Must be able to independently manage schedules, coordinate multiple projects, priorities, and resources in a fast-paced environment.
• Experience with administrative support.
• Ability to think through a project or task of diverse complexity and execute from beginning to end, independently.
• Strong analytical skills and the ability to comprehend difficult instructions.
• Excellent professional ethics, integrity and the ability to maintain confidential information.
• Strong interpersonal skills, including tack, diplomacy, judgement and flexibility.
• Highly skilled and proficient with all MS Suites programs, including Outlook, Word, Excel, and PowerPoint.
• Strong organizational skills with comprehensive follow-through and high level of attention to detail.
• Ability to work independently as well as a strong team-work and collaborative environment.
• Excellent written communication skills including effective editing ability.
• Ability to effectively share information and ideas within and outside of department in written or verbal form; able to put forth own ideas and Product understanding from others, and provide recommendations in a clear and concise manner.
• Prior experience in a pharmaceutical company supporting executives strongly preferred Knowledge of pharmaceutical terminology helpful.

Education:

• Bachelor’s degree and 4 years’ related administrative experience supporting senior level executives.