Senior Admin Assistant II at The Fountain Group

Duties

Job Title: Senior Administrative Assistant II

Job Schedule: Candidate will need to be local and come into office 1-2 times a week.

Summary

Position is responsible for routine support at the local organizational unit and cross-organizational level. This position performs support tasks in which incumbents are expected to understand and apply knowledge of the complexity of the organization. This position may lead lower levels in prioritizing and distributing work. This position has considerable latitude to make decisions without supervisor approval and solves problems while carrying out assigned tasks. Additionally, this position is responsible for upholding a strong commitment to confidentiality and routinely handles sensitive documents that may impact multiple organizational units or project teams. This position has advanced skills in technology systems, including word processing software and data management software, and business emailing software as well as intermediate skills in database and research tools.

Candidate will be supporting 2 executive directors and potentially 2 senior directors.

Independently manages calendars, including complex meeting and travel coordination (domestic & international) as well as schedules and confirms internal and external appointments for individuals.

Must be famliar with working with individuals in different time zones and able to coordinate onsite/off-site meetings.

Additional tasks can include: securing conference rooms/space for meetings; ordering lunch; working with IT/Facilities team to ensure audio/visual/etc. are working.

Independently prepares and maintains important files

Creates and proofs packets of information; develops documents using word processing and database tools

Edit, drafts, and produces internal and external communications; independently completes mailings which may include mass merges from database software reports

Independently manages calendars, including complex meeting and travel coordination as well as schedules and confirms internal and external appointments for individuals

Has some contact with external vendors and constituents to resolve routine issues; majority of internal contact is within an organizational unit, with some contact across organizational units

Identifies and implements projects or process improvements with general supervision, for example, processes expense reimbursements and ensures timely completion of expense reports, and monitors processing of contracts, requisitions, and supplies

Skills

Minimum of 5 years of prior relevant experience required

Soft-skill requirements: Someone with who is a team-player; positive and can-do attitude; willing to solve problems and strong critical thinking skills. Must be able to learn and adapt to situations.

Computer skills: Comfortable using Microsoft Suite applications (MS teams; Powerpoint; Excel; etc). Sharepoint experience would be a plus. VIZIO experience is a plus.

Knowledge of concur and expense reporting a plus.

Pharma experience preferred.

Education

Education Qualifications: (from an accredited college or university)

High School Diploma or equivalent required

Associate's Degree or equivalent work experience preferred