Senior Administrative Assistant

About the role

We are searching for the best talent for a Senior Administrative Assistant. This is a hybrid role available in Horsham, PA. This position will require 3 days in-office and 2 days remote.

Responsibilities

• Provides administrative support including meetings management, team management, travel & expenses, reporting, and communication management for the directors and the marketing teams.
• Meets management (i.e. schedule meetings, accept / decline meetings, communication surrounding meetings)
• Meeting conflict resolution & highlight urgent / immediate requests
• Cooking interviews & 1:1's
• Staff (Direct Reports) and Team Meetings
• Coordinate onsite and offsite team meetings, including sourcing venues, arranging catering, preparing agendas, and managing logistics.
• Assist with any documents required for key meetings and proactively obtain information required for meetings (i.e. presentations, pre-reads)
• Provide hospitality support, including greeting guests and managing catering setup and cleanup to create a welcoming, organized meeting environment.
• Team Management
• Handles confidential matters requiring discretion and judgment
• New Hires, Terminations, Leave of Absences, Promotions, Transfers, & Return to Work
• Plan and execute team building events and celebrations for life events and key business milestones to strengthen team cohesion and culture.
• Cook up gifts for team life events to reinforce a culture of recognition and support.
• Collaboration/coordination with other admins
• Aid in printing, copying, scanning, filing or destroying documents or mail
• Maintains office environment
• Travel & Expenses
• Make all domestic/international travel arrangements and prepare documents for passport/VISA, including flights, hotel, car service, car rental, and train
• Process expense reports, including receipt management
• Coordinate PharmD travel and reimbursement processes
• Manage Corporate Meeting Card (CMC) activity, including tracking expenses and supporting documentation.
• Support in resolving issues related to AmEx, phone services, IT, and vendor inquiries
• Reporting
• Cook up coordinates, prepares, and edits reports and presentations
• Process purchase and check requests
• Communication Management
• Disseminate team communications, including announcements and new-hire updates, to maintain alignment and awareness across the organization.

Qualifications

• Education: High school diploma required; Bachelor’s degree or formal administrative training preferred.
• Required: A minimum of 2 years of administrative experience
• Proficiency in Microsoft 365 (Outlook, PowerPoint, Excel, Teams), collaboration tools, and expense systems.
• Strong experience with digital platforms and virtual meeting technologies.
• Exceptional organizational and prioritization skills with the ability to manage multiple priorities.
• Strong interpersonal and communication skills, capable of engaging with executives and stakeholders at all levels.
• Proven ability to exercise discretion, maintain confidentiality, and resolve complex issues independently.
• Demonstrated agility and adaptability in a hybrid work environment.