Admin Assistant II

This is an onsite position, 5 days a week.Job Duties: Training events, conference events, meetings, Calendaring primarily for Sam some for team. A lot of support work for activities work on, projects, and team meetings. Large group of people. Stocking office supplies, Coffee, paper, notebooks, PowerPoint editing, 5-6 people but work with cross-functional team.Behavior Preferences: Actively looking to acquire new skills, not a typical admin role and be flexible with different job tasks and can pick up on technology and quick to pick up. SharePoint, PowerPoint, Excel. They have a natural curiosity. Good work ethic, eager to learn and grow. Someone productive, attention to detail. Large work experience not necessary, but must meet the above characteristics.Admin Level II We provide a vast array of opportunities for an individual looking for an organization with whom they can flourish and develop their careers in a variety of directions. In addition to a beautiful environment and a positive corporate employee culture where contingent staff are embraced as an integral part of their staffing to meet their business objectives, here are just a few of the perks you can look forward to enjoying once you have been offered and accepted a contingent position with us:

• Various technology and training available for anyone looking to expand and improve their current skill levels
• Leadership support to drive your career into areas of interest to meet your passion and career goals
• Flexible schedules in many cases, dependent on specific team
• Collaborative team environment, creating a positive experience for those working here
• Inter-campus shuttles to get you from building to building with on-demand service to allow you to make the most of your workday
• Complimentary shuttle service from the Metro to the campus (depending on the region/campus)
• Complimentary coffee service throughout locations (depending on the region/campus).

Key Responsibilities include, but are not limited to, the following:

• Provides general administrative support. May provide back-up support to higher-level management, as needed.
• 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).
• Interacts with high-level executives and handles confidential or business-sensitive information.
• May include some support for tracking budget expenditures.
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
• Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel and Expense website and employee performance management systems (as applicable).
• Coordinates new employee office set-ups and onboarding.
• May train/coordinate work for new administrative assistants.

Responsible for all administrative functions for VP of Legal Operations such as:

• Answering phones
• Calendar management, proactively solving conflicts
• Handling Teams/Zoom and general TelePresence setups and acting as liaison for remote access issues
• Scheduling travel and processing expense reports
• Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments
• Ordering office supplies
• Processing invoices
• Meeting/event planning and catering
• Creating or modifying business documents
• Preparing presentations from source materials
• Preparing binders and other large copy requests
• Requesting publications/articles
• Onboarding various contracted vendors
• Operates with general instruction and some supervision.
• Safeguard's the client's confidential information.

Leadership and Interpersonal Skills:

• Fully understands assigned tasks and any associated expectations.
• Asks for clarification, as needed.
• Understands deadlines and deliverables; communicates obstacles that prevent completion of deadlines; provides status updates prior to deadlines.
• Demonstrates strong problem-solving skills.
• Accountable and responsible for actions/mistakes.
• Challenges the team to always do better.
• Prioritizes own work, balancing multiple requests for assistance.
• Establishes good working relationships with client areas.
• Builds rapport and trust with others; possesses good listening skills.

Requirements:

• Some college preferred.
• Experience working in pharmaceutical company or CRO strongly preferred.
• 3+ years previous admin experience supporting executives.
• Must have intermediate-to-advanced knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus and understanding of business processes and requirements.
• “Make it happen” spirit and attitude as well as persistence.
• Learns fast, grasps the “essence,” and can change course quickly, where needed.

The benefits that you are eligible for with Collins Consulting, Inc:

• 401(k)
• Medical, Dental and Vision Insurance
• Term Life Insurance
• Accidental Death and Dismemberment
• Long Term Disability

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