Administrative Assistant/Office Assistant

Duties and Responsibilities

• Management of stockrooms and restocking break rooms.
• Greet visitors and candidates. Ensure signing procedures are being followed.
• Affiliate with the Administrative Team in a professional and team-oriented approach, working together for the benefit of the company.
• Assist in managing calendars with the Administrative Team, including organizing, scheduling, and setting up meetings from the PTGX Admin calendar.
• Cook meeting coordination and scheduling of meetings as needed.
• Cook contract coordination and non-disclosure agreements, and other documents.
• Update calendar and contact lists, maintain files, and confidential documents.
• Administer general office organization, including ordering supplies, refilling the printer, photocopying, filing, and faxing documents.
• Perform other duties and special projects as assigned.
• Administer catering for bi-weekly lunches, happy hour, and additional catering requests as needed.
• Includes setting up and breaking down.

Requirements and Qualifications

• High school diploma/GED, BA/BS preferred
• 3 years of administrative or office support
• MS Office skills. Preference given to candidates with strong PowerPoint skills.
• Experience with MS Dynamics AX and Concur is a plus.
• Previous management with complex calendars and scheduling in various time zones, event coordination, and both domestic and international travel arrangement experience preferred.
• Biotech/pharma knowledge or experience, preferred
• Positive attitude and proactive approach to help with a strong passion for working in the biopharmaceutical industry to advance therapeutics that treat IBD, gastrointestinal, and other diseases.
• Ability to multitask and shift priorities quickly with outstanding attention to detail.
• Excellent written and verbal communication skills, including grammar, spelling, and editing.
• Must possess exceptional organizational, administrative, and time management skills
• Willingness to acquire new competencies and accept new challenges.
• Ability to handle sensitive information discreetly and professionally.
• Must be able to carry at least 25 pounds

Desired Skills and Experience

• Administrative Support
• Office Administration
• Calendar Management
• Complex Scheduling
• Multi-Time-Zone Scheduling
• Meeting Coordination
• Event Coordination
• Conference Room Management
• Catering Coordination
• Visitor Reception
• Candidate Check-In
• Travel Arrangements
• Domestic Travel
• International Travel
• Purchase Orders
• Supply Ordering
• Stockroom Management
• Inventory Restocking
• Contract Coordination
• Non-Disclosure Agreements
• Document Management
• File Maintenance
• Confidential Records
• Microsoft Office
• Microsoft PowerPoint
• Microsoft Dynamics AX
• Concur
• Data Entry
• Office Organization
• Written and Verbal Communication
• Editing and Proofreading
• Time Management
• Multitasking
• Attention to Detail
• Confidentiality
• Biopharmaceutical Industry Knowledge