STAR Admin IV

Onsite with possible remote work. Need to be onsite especially when meetings. Schedule matches business needs. Will need to be onsite 2-3 days a week.

Admin Level IV-Client Ventures Team

Key Responsibilities Include:

• Provides general administrative support. May provide back-up support to higher-level management as needed.
• Effectively monitors manager and team calendars, proactively solves conflicts.
• Research solutions and respond to email and phone inquiries with input from the direct supervisor
• Responsible for compliance with applicable Corporate and Divisional Policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
• Help develop and maintain process improvement and knowledge management processes; actively participate in self- and team audits and works with team to implement improvements
• Coordinates and interacts between internal and external stakeholders, including high-level executives, and respects confidential and business-sensitive information in all interactions
• Supports tracking of budget expenditures.
• Drafting and maintaining reports of the Ventures team's activities to be shared with cross-functional stakeholders
• Ensures team and cross-functional awareness of upcoming priority events and meetings.
• Coordinates and maintains departmental files as assigned in compliance with corporate and government regulations.
• Orders business cards and stationery.
• Uses and understands Microsoft Office Suite, and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable).
• Coordinates new employee office set-ups and onboarding.
• Supports event planning and organization of meetings and receptions involving the team, including logistics, invitations, and execution, as needed.
• May train/coordinate work for new administrative assistants.
• Operates with general instruction and some supervision.
• Safeguard's client confidential information
• Manage general supply stocks, presentation/presentability, etc. Discretion and ability to handle not only internal, but also external stakeholders.

Leadership and Interpersonal Skills:

• Fully understand assigned tasks and any associated expectations.
• Ask for clarification as needed.
• Understand the deadlines and deliverables.
• Respects the sensitivity of internal communications
• Exhibits diplomacy, discretion, and tactful persuasion in communicating with or handling of internal and external stakeholders
• Communicate any obstacles that prevent completion of any deadline.
• Provide status updates prior to any deadline.
• Be a good listener.
• Demonstrate strong Critical Thinking Skills
• Be Accountable and Responsible for actions/mistakes.
• Challenges the team to always do better.
• Proactive and anticipates proposing solutions to business problems.
• Prioritizes own work, balancing multiple requests for assistance.
• Establishes good working relationships with other functional areas; builds rapport and trust with others.

Requirements

• Some college preferred.
• Some leadership or supervisory experience desired.
• Experience working in pharmaceutical company or CRO strongly preferred.
• 7+ years previous admin experience supporting executives.
• Must have Intermediate to advance knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus, and understanding of business processes and requirements.
• "Make it happen" spirit & attitude as well as persistence.
• Adaptive learner that grasps information quickly and adapts to changes that may happen daily.
• Behavior Preferences: Executive presence and comfortable interacting in those situations with leaders, takes initiatives, anticipates obstacles, flexible, multitasking, organized, detail oriented. Anticipation, orientation to detail, communication, outgoing yet professional (often will be 'the first face of Client' with influential external parties), planning and event management skills