Administrative Assistant I

About the role

Provides high-level administrative support for assigned Leadership as well as back-up support for current administrative staff.

Responsibilities

• Answer phones, screen calls, and manage/maintain management calendars
• Make travel arrangements for team
• Arrange teleconference calls and webcasts
• Compile numerical or statistical data
• Schedule meetings, appointments, and conference rooms
• Write business correspondence
• Maintain records, reports, or files
• Manage expense reporting for team
• Attend meetings to record minutes when requested
• Prepare reports, memos, letters, and other documents using word processing, spreadsheets, database, and/or presentation software
• Compile, transcribe, and distribute minutes of meetings
• Prepare agenda for visitors and coordinate travel
• Maintain confidential information
• Prepare responses to correspondence containing routine inquiries
• File and retrieve corporate documents, records, and reports
• Prepare agendas
• Open, sort, and distribute incoming correspondence, including faxes and email
• Back-up for front desk coverage at P48 and other facilities as requested
• Back-up for the switchboard as requested
• Utilize AI tools such as Claude and ChatGPT
• Maintain all training requirements for the position while seeking opportunities for continuous development and growth
• Adhere to the Quality Management System and its processes to meet FDA 21 CFR 820, ISO 13485, and other applicable regulatory requirements

Requirements

• High school diploma or equivalent required
• Previous office experience (3 - 5 years) and/or Associate's Degree in Business Administration or related field preferred
• Extensive working knowledge of Microsoft Windows Office and Outlook (Excel, PowerPoint, and Word)
• Experience producing spreadsheets and other computer-generated data analysis reports
• Proven ability to quickly learn new technical subject matter that may be unrelated to area of formal training
• Experience performing multiple projects simultaneously with minimal direction/supervision