Senior Administrative Assistant III

Target Pay Rate: 27-32/hr **salary will be commensurate with experience

Summary:
Incumbent will be providing administrative support to the Head and his/her direct reports of Biostat & Data Management (BDM) department.

Responsibilities:
• Will coordinate, plan, and organize departmental activities, meetings, and events
• Will manage general office duties including travel bookings and calendar management.
• Will manage and create documentation for internal and external needs
• Will coordinate and manage between-function needs, plan internal and external business appointments
• Will support Department communication internally and externally
• Independently and effectively manages calendars for Head of BDM, including complex internal/external meetings and travel planning (domestic & international).
• Plans and organizes department town hall, group meetings, offsite activities.
• Communicates with staff or individual members of the department with organizational message, management direction, and business information. Edits, drafts, and produces internal and external communications.
• Coordinates and manages between-function needs, plans internal and external business appointments for individuals, hosts external visitors. Manages communication between functions, including and external organziton and individuals.
• Plans and arrange conference rooms/space for meetings; manages food and drinks for group meetings when needed; works with IT/Facilities team to ensure audio/visual/etc. are working.
• Prepares and maintains important documents according to established guidelines with limited supervision.
• Prepares contractual documents for external venders, experts, and organizations
• Effectively and accurately manages calendars and events, including complex meeting and travel coordination as well as schedules and confirms internal and external appointments for Head of BDM. Maintain contact list with external and internal stake holders and organizations.
• Prepares expense reimbursements and ensures timely completion of expense reports for Head of BDM, and monitors processing of contracts, requisitions, and supplies.

Skills:
· Being able to understand and apply knowledge of the complexity of the organization.

· Being able to prioritize and distribute works.

· Upholding a strong commitment to confidentiality and sensitive documents that may impact multiple organizational units or project teams.

· High level of technical proficiency with advanced skills in technology systems including Microsoft Office applications including Excel, Sharepoint, MS Word, Teams, PowerPoint, and Outlook. Good knowledge of Concur and expense reporting a plus. Being able to navigate Internet and Intranet.

· Soft-skill requirements: A team-player; positive and can-do attitude; willing to solve problems and strong critical thinking skills.

· Strong calendar / event management skills.

· Must be well organized and able to manage multiple tasks with more than one project at one time.

· Being able and willing to jump into super-fast paced role and be able to make smart and intuitive decisions.

· Strong organizational skills and being able to work independently with minimal direction, fast thinker; detail-oriented; able to be proactive and take initiative with a organizational viewpoint.

· Strong understanding and use of technical and business vocabulary

· Excellent oral and written communication skills

· Ability to learn and adapt to situations and effectively interacting with staff – including senior level management, external organization, and industry professionals

· Comfortable with communications with stakeholders across the world, willing to understand cultural differences and time differences.

· Pharma experience is preferred

· Greater than 6 years of experience in administrative support of increasing variety and complexity
Education -
Qualifications: HS, AA, or BA preferred.