Sr. Administrative Assistant

Attention recruitment agencies:

General Summary

Responsibilities

• Proactive Calendar Management: Management of daily calendars and department schedules. Coordinate key meetings with multiple calendars of senior members of the department.  Align priorities by effective communication across various stakeholders, especially administrative colleagues.

• Meetings Support: Manage departmental meetings, including scheduling, collecting agenda items, and completing action items and follow-up meetings and topics.

• Conference Logistics Coordination: Plan and coordinate logistics of conferences and off-site meetings/events required throughout the year. Partnering with administrative and other team members to coordinate advisory board logistics, speaking engagements and potential ad hoc conference interactions.  

• Travel Planning: Arrange domestic travel, including air and ground transportation, hotel reservations, out-of-town dining, and car rentals. Complete registration for conferences and events. Prepare and update itineraries as arrangements change.

• Expense Reporting: Monthly reconciliation of expense reports using Nexonia expense system. Collect and submit receipts following 4DMT policies staff as directed.

• Purchasing, Contracts, Invoices: Process contracts, purchasing, and payment processing using Ironclad and Coupa systems according to departmental needs.

• Ad Hoc Project Support: Provide non-routine administrative support to management, work team and/or department, adapting as necessary, employing direct communication and determining urgency and prioritization.

• Document/ Presentation Production: Prepare and process departmental documentation, meeting agendas, and non-routine correspondence as requested. Employ SharePoint and any department-specific platforms to manage documentation as directed by Clinical Operations leaders.

• Back Up Support: Provide occasional backup support to other members of the 4DMT Administrative Team during PTO or during times of peak activity as requested and approved by the manager

• Other Duties: Coordination of other projects and tasks assigned by the hiring manager.  Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time 

Required Behaviors:

• Ability to manage multiple concurrent tasks and/or projects with the highest levels of professionalism, confidentiality, timely turn-around, and client service.

• Solutions-oriented approach to departmental/company challenges with the ability to identify/analyze the scope of the challenge, determine approach, compile data, and prepare reports and positive-change recommendations.

• Strong communication skills, verbal and written.  Ability to independently write communications while also reviewing and editing departmental documents for grammar, style, and formatting

• Holds themselves accountable and works in alignment with high ethical standards that guide decision-making in ambiguous circumstances.

• Good Judgement and Discretion: The Assistant must confidently hold matters and protect confidential information.

• Willing to gain an understanding of how various functional groups in the company interrelate and the ability to engage with multiple stakeholders across the organization.

• Willingness to collaborate with the Administrative Team while meeting the needs of the assigned business area

• Professional and service-oriented demeanor.

Qualifications

• B.A. (or equivalent degree) and 3-5 years of relevant work experience, or

• H.S. Diploma, A.A. or A.S., and 5-8 years of relevant work experience

• Adept at managing electronic calendars (Outlook preferred); experienced user of Microsoft Office Suite (i.e., PowerPoint, Word, Excel, and shared collaborative tools such as Teams and SharePoint

• Experience with procurement, expense reporting, and contract management tools.

• Ability to quickly learn new technologies and become proficient in desktop systems/internal software necessary to perform assigned tasks successfully.

Physical Requirements of the Role:

• Ability to move and lift at least 10 lbs. for setting up catering and occasionally receiving small shipments or setting materials up at events

• Excellent communication skills, both written and verbal
• Primarily method of work requires computer use and long periods of sitting