Administrative Assistant
Description:
Job Title: Administration Coordinator
Location: Gaithersburg, MD 20878
Duration: 6+ months contract to begin with
Position Type: Hourly contract Position (W2 only)
Job Description
At Client we turn ideas into life changing medicines. Working here means being entrepreneurial, thinking big and working together to make the impossible a reality. We're focused on the potential of science to address the unmet needs of patients around the world. We commit to those areas where we think we can really change the course of medicine and bring big new ideas to life.
As an Administrative Coordinator in Late Development Oncology, you will use your excellent organizational skills to enable Senior Leaders to focus on science to deliver medicines to patients.
Working within our Global Team of 20 Administrative coordinators providing global support, you will operate in a dynamic and fast-paced environment providing high-quality project coordination and 1:1 support to our Senior Leaders, teams and key business processes.
You will work with urgency and focus to proactively communicate with stakeholders, consistently seek to organize and simplify your work, and collaborate regularly with our global administrative team. With a growth mindset, you will work in close collaboration with your peers across Late Development Oncology to share and adopt best practices, drive continuous improvement of key business processes, and proactively identify opportunities for simplification and innovation.
Responsibilities/Duties:
Administrative
Provide 1:1 administrative support at a senior level; to include sophisticated and complex calendar management, domestic and international travel bookings, expenses management.
Independently and pro-actively resolve issues and challenges relating to administrative requests and calendar conflicts.
Facilitates smooth communications between executive and other internal and external collaborators.
Lead the practical arrangements and contribute to the preparations of internal and external meetings and team engagements.
Manage logistics (project team calendar, scheduling, room bookings, meeting minutes, agendas, action logs, forward agendas, distribution lists)
Lead and coordinate logistics relating to virtual and face to face meetings.
Information management for team access (SharePoint management, storing of minutes, presentations, file structure) training teams on usage and making process improvements.
Provide specialist project administrative support to leaders and department, as required.
Effectively lead special projects and other duties as assigned.
Team
Work collaboratively with our BPO to deliver initiatives that create engagement & wellbeing for the team.
Participate in and contribute to knowledge sharing and training.
Participate in and contribute to administrative continuous improvement activities.
Provide guidance/coaching and mentoring to colleagues where required.
Support and contribute to creating a high performing team, facilitating good cross-team collaboration.
Desired Competencies:
Advanced proficiency in Microsoft Office Suite, including extensive calendar management in Outlook and data management in Excel.
Demonstrated proficiency with a variety of virtual meeting technologies, information management software, and Microsoft products.
Customer Focus: Dedicated to meeting the expectations and requirements of internal and external customers.
Process Management: Refining processes vital to delivering strategic priorities; knows how to organize people and activities; understands how to separate and combine tasks into efficient workflow; can see opportunities for harmony and integration; can simplify complex processes; and efficiently utilizes available resources.
Time Management: Uses their time effectively; values time; independently prioritizes competing deadlines to focus energies on business-critical tasks; can attend to a broader range of activities.
Written Communications: Able to write clearly and succinctly in a variety of communication settings and styles.
Essential Requirements:
5+ years of experience in an administrative role supporting complex projects
High School Diploma required, Bachelor Degree preferred
Extensive calendar management using Microsoft Outlook
Prior experience supporting multiple functional leaders
Excellent verbal and written communication skills
Impeccable professionalism with strong business acumen and organizationally savvy with sensitivity to highly confidential information
Proactive approach with the ability to manage and prioritize multiple requests simultaneously and effectively
Demonstrate attention to detail, working to consistently deliver to a high standard
Strong organizational, forward-planning and stakeholder management skills
Solid relationship-building skills to develop networks both within the company and externally
Track record of handling and resolving challenges quickly and efficiently, with flexibility to adapt to changing situations
Demonstrated ability to effectively work in a global environment balancing competing priorities.
Able to prioritize time sensitive assignments.
Should be able to work autonomously, and at the same time, collaborate effectively with other members of the administrative support team.
Able to demonstrate tact, persuasion and/or negotiation and maintain confidentiality with executives and employees at all levels.
Great People want to Work with us! Find out why:
GTAA Top Employer Award for 9 years
Learn about our culture
Why Client?
At Client we're dedicated to being a Great Place to Work.
Where you are empowered to push the boundaries of science and unleash your entrepreneurial spirit.
There's no better place to make a difference to medicine, patients and society.
An inclusive culture that champions diversity and collaboration, and always committed to lifelong learning, growth and development.
We're on an exciting journey to pioneer the future of healthcare.
So, what's next?
Are you ready to bring new insights and fresh thinking to the table? Brilliant! We have one seat available, and we hope it's yours.