Senior Executive Administrative Assistant

Senior Executive Administrative Assistant

Shift: Mon-Fri 8:00 a.m. – 5:00 p.m.

Fully onsite

Job Code: 703032

General Summary

Responsible for providing administrative and logistical support and coordination to the assigned C-Suite Executive Officer staff and management teams.

This includes the day-to-day preparation of business correspondence, arrangements for meetings, coordinating schedules and various projects for the C-Suite and management.

This position reports directly to the Senior Manager, Executive Office Administration, but, will be under day-to-day management of the Chief Operating Officer of assigned Business Unit.

Commit to and abide by the character of BioBridge Global’s Core Values of Accountability, Stewardship, Pioneer, Integrity, Respect and Excellence (ASPIRE).

Support, communicate and reinforce the mission and vision of the enterprise.

Provide world class customer service by capturing and being responsive to the voice of the customer (internal or external, including donors for select positions) through multiple feedback channels in order to resolve issues and drive satisfaction in accordance with the BBG customer engagement, feedback, and complaint processes.

Major Duties and Responsibilities

Essential Tasks

· Assist, plan and organize the daily operations of assigned Business Unit team and other management as assigned.

· Coordinate communication and schedule appointments on behalf of the Business Unit team and other management as assigned.

· Create, process and manage expense reports and purchase orders for Business Unit teams and other management.

· Submit invoices to finance for processing.

· Input PTO hours within ADP system and approve timecards on behalf of Business Unit teams and other management as requested.

· Assist Senior Manager with managing logistics, meeting materials and tasks related to the Board of Directors meetings and activities.

· Compose routine correspondence.

· Answer telephones, take messages, make referrals, and direct incoming calls appropriately.

· Make travel arrangements for the Business Unit team or others as assigned.

· Perform typing and transcription duties to support the Business Unit team to include transcription and editing of meeting minutes.

· Assist with the development of administrative documentation and establish/maintain files and records.

· Sort and distribute incoming mail and prepare outgoing mail daily.

· Coordinate and assist the Business Unit team with arrangements and preparations for meetings, conferences, meals, and special events.

· Coordinate travel and lodging arrangements as instructed.

· Monitor inventory of departmental supplies and re-order in a timely manner.

· Attend meetings, seminars, and other events as required.

· Maintain a close working relationship with the Executive Officers, administrative staff, management, and co- workers.

· Abide by all Standard Operating Procedures (SOPs) and company policies.

· Assist and perform the duties of other administrative co-workers in the event of their absence.

Performs other duties as assigned.

Non-Essential Tasks

· Assist other departments with clerical support as needed.

Education

Required Minimum Education

Requires a high school diploma or general equivalency diploma.

Preferred Education

Prefer a Bachelor’s Degree from an accredited college or university.

Licenses and/or Certifications

· Valid United States Driver’s License

Required Minimum Experience

· Requires five or more years of executive administrative assistant work experience.

Knowledge

· Must be proficient in all aspects of business and financial management.

· Must acquire a working knowledge of all administrative aspects of the Executive Office.

· Must have knowledge of various strategic planning methods and tools.

· Must have knowledge of business process analysis.

· Must have a dynamic knowledge of office automation to include various computer software programs and spreadsheets, such as PowerPoint, Excel, Word, and graphic applications.

Skills

· Must be proficient in advanced MS Excel to include the creation and maintenance of complex spreadsheets including charts/graphs.

· Must have excellent verbal and written communication skills to include grammar, spelling, and punctuation.

· Must be able to print and write legibly.

· Must be highly skilled in using Microsoft Office applications including Word, Outlook, Visio, PowerPoint and Excel.

· Must be capable of operating motor vehicles in all types of weather conditions.

· Must interact professionally with internal and external customers by phone, email, and in person.

Abilities

· Must be a self-starter and self-directed worker.

· Must be able to answer telephone in a courteous manner.

· Must be able to keep information confidential.

· Must be able to multi-task in a fast-paced work environment and perform multiple requests simultaneously while maintaining quality and accuracy.

· Must be neat in appearance and well groomed.

· Must be professional, detail oriented, self-motivated, innovative, creative, assertive, organized, communicative, and have the ability to work independently.

· Must maintain a good working rapport with co-workers.

Working Environment & Travel Requirements

Works in a well-lighted, air conditioned and heated office.

May be exposed to electrical and chemical hazards and other conditions common to an office environment.

May be required to work at any time of the day, evening or night during the week or weekend.

Some overtime required.

Ability to use personal motor vehicle for company business required.

Occupational Exposure Assignment - Category II

Travel Requirements

Ability to use personal motor vehicle for company business required.

Physical Requirements

Must be able to drive on behalf of the organization.

Will sit, stand, walk, and bend during working hours.

Requires to reach, lift and carry up to 20 lbs

Requires manual and finger dexterity and eye-hand coordination.

Requires normal or corrected vision and hearing corrected to a normal range.