Sr. Administrative Assistant - Full-time / Part-time

ADMININSTRATIVE ASSISTANT @ LEADING BIOPHARMACEUTICAL COMPANY

DAY TO DAY

Support 2 groups (Phase 1 and Phase 4 Clinical Study groups) = Total of ~30 people

TECHNICAL SKILLS

Calendaring with Outlook
Setting Up Meetings
Expenses using Oracle
Coordinating Interviews

CLIENT JD

Specific Responsibilities and skills for Position:

* The qualified candidate will add to the continued accomplishment of this department by assisting senior leader and key team members so they can focus their daily efforts.
* The main success factors are: Ability to work in a fast-paced, changing environment; consistently meet timelines; interact cross-functionally and can manage confidential information with the appropriate discretion.
* Set up meetings, interface with attendees (in-house or externally) and arrange for needed resources (e.g., teleconference, projection, meals). Liaises with guests and speakers to coordinate needed travel, hotel, expense reports and tools and materials for presentations.
* In addition to the Administrative Assistant responsibilities provides administrative and clerical support to the departments interview process, which includes creating, and distributing agendas, collecting assessment forms and scheduling and making travel arrangements. Organizes and schedules extra-department meetings. Ensures computer equipment, and all new hire materials are arranged for the persons first day at Gilead.
* Understands the goals and objectives of the department and contributes to the attainment of those G&O's by coordinating communication, important meetings and helping with staffing activities. Work with Facilities space planning, relocations and office set-up.
* Acts as a resource to other administrative assistants and is cross-trained to cover for another assistant if he/she is not available for an extended period of time.
* Uses advanced level software programs such as Excel, Word and PowerPoint. Prepare, format and distribute memos, letters, reports, agendas and PowerPoint presentations.
Essential Duties and Job Functions:

* Provide effective communication and coordination with vendors, recruiters, candidates, hiring managers and interview teams. Schedule and coordinate department interviews.
* Meet and greet visitors and candidates. Help drive the process by monitoring multiple on-site interviews in partnership with the aligned recruiter and hiring manager.
* Coordinate relocation tours with candidates, HR and service providers.
* Process expense-reports and resolve exceptions.
* Schedule meetings and manage calendar. Resolve meeting conflicts and plan time for preparation and transit.
* Maintain organization charts.
* Route documents to Legal, procurement, IT and other stakeholder organizations to get approval.
* Place purchase requisitions to order equipment, materials, literature and set up purchase orders needed to support operations. As needed, connect invoices with purchase orders and manage extensions and cancellations.


Knowledge, Experience and Skills:

* Requires a minimum of a high school diploma plus 5+ years administrative experience.
* Excellent verbal, written, and interpersonal skills are required. Requires knowledge and understanding of administrative and office policies and procedures.
* Possess good proofreading and editing skills of general documentation. Has the ability to review the work of lower level administrative assistants.
* Adept at using the internet, web applications (e.g., timesheets, Concur expense), search engines and clipart.
* Works under minimal supervision and receives occasional direction from manager to perform non-routine job responsibilities and duties.
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About Aerotek:

Aerotek, headquartered in Hanover, Md., is a leading provider of technical, professional and industrial staffing services. Established in 1983, Aerotek is an operating company of Allegis Group, the largest provider of staffing services in the U.S. Aerotek operates a network of more than 200 non-franchised offices throughout the U.S., Canada and Europe. For more information, visit .

Aerotek is acting as an Employment Agency in relation to this vacancy.