Sr. Administrative Assistant

About the role

This Senior Administrative Assistant position drives results in a fast-paced environment and provides administrative support across multiple locations. The role handles confidential details professionally, coordinates with leadership and employees, and relies on experience and judgment to plan and accomplish goals. Assignments may span various functional areas and involve moderately complex tasks requiring considerable initiative.

Responsibilities

• Assists multi-site management with daily tasks and supports special projects as needed.
• Schedules appointments, makes travel arrangements, and prepares expense reports.
• Coordinates and serves as the single-point contact for all existing and prospective customer visits, ensuring a positive first impression.
• Maintains the client prospect calendar on the company’s intranet site (ePulse) with accurate information and coordinates with Program Management, Sales, Business Development, and site SLT.
• Facilitates site visitors through check-in processes and communicates with assigned contacts.
• Schedules and coordinates interviews for candidates and sends new hire announcements.
• Coordinates activities between departments and outside parties.
• Interacts with employees at all organizational levels to gather information, coordinate activities, and assists with event planning.
• Requisitions required supplies for the site supported.
• Handles all incoming phone calls and documents all calls.
• Composes and proofs correspondence, including letters and reports, prior to distribution.
• Prepares presentation materials for departmental management.
• Performs all receptionist duties for the facility.
• Ensures timely completion and compliance with cGMP and all other relevant company training requirements.
• Other duties as assigned.

Qualifications

• Bachelor’s degree with 4+ years of related experience, or Associate’s degree with at least 6+ years experience, or High School diploma with 10+ years experience.

Knowledge, Skills, and Abilities

• Strong interpersonal and communication skills, both written and oral.
• Willingness to collaborate with other team members.
• Understanding of company operations, policies, and procedures, as well as business and office practices.
• Understanding of departmental activities and practices.
• Expert knowledge of Microsoft Office including Word, Excel, and PowerPoint.
• Ability to handle multiple projects simultaneously and provide support for multiple individuals.
• Consistently demonstrates honesty and integrity through personal example.
• Follows all safety policies and leads by example in a safety-first culture.
• Produces high-quality work products with a focus on first-time right compliance.
• Complies with the company code of conduct, policies, and regulatory standards.
• Thinks strategically, identifies and acts on opportunities, and considers downstream impact.
• Develops organization and others; takes ownership to develop self and others; seeks continuous learning.
• Acts decisively, makes and acts on decisions quickly, and meets commitments with urgency.
• Drives performance, holds self and others accountable, and delivers results first time right.
• Demonstrates passion for customers by listening to understand, asking the right questions, and providing value.
• Works collaboratively, seeks out the experience of others, and is open-minded regardless of where ideas originate.

Travel Expectations

• This position will be required to support multiple local sites with short commutes to provide onsite support regularly.
• Some travel to more remote sites may be necessary for training or support, not expected to exceed 5%.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; talk or hear; and smell.
• The employee is frequently required to sit.
• The employee is occasionally required to stand, walk, and stoop, kneel, crouch, or crawl.
• The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move assisted up to 50 pounds.
• Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• The employee is occasionally exposed to moving mechanical parts and vibration.
• The noise level in the work environment is usually very quiet.