STAR Administrative Assistant

This is a hybrid position, with 3 days onsite and 2 days remote.

Job duties include calendar support, projects, and expense reporting for VP and Director level managers. The ideal candidate will have the ability to multi-task, be detail-oriented, and collaborate with other Exec admins and leadership.

Responsibilities include onsite presence, greeting executives, calendar management, catering, event planning, office management, travel (domestic and international), and expense reporting. The candidate will also be responsible for front desk/reception presence, office management (drinks, snacks, supplies, point-of-contact for facilities, etc.), calendaring and T&E for VP and team, event planning/management/catering (internal and external), and Board calendar management.

Executive presence and comfort interacting with leaders, taking initiatives, anticipating obstacles, flexibility, multitasking, organization, and attention to detail are all essential. The candidate should also have anticipation, orientation to detail, communication, outgoing yet professional demeanor, planning, and event management skills.

Our corporation provides a variety of opportunities for career development and growth. We offer a beautiful environment, positive corporate employee culture, and a range of benefits, including:

• Various technology and training to expand and improve skill levels.
• Leadership support to drive career goals.
• Flexible schedules in many cases.
• Collaborative team environment.
• Inter-Campus shuttles and complimentary shuttle service from the Metro to the campus.
• Complimentary coffee service throughout our locations.

• Provides general administrative support and may provide back-up support to higher-level management as needed.
• Monitors manager and team calendars, proactively solves conflicts.
• Responds to email and phone inquiries with input from the direct supervisor.
• Responsible for compliance with applicable Corporate and Divisional Policies and procedures.
• Helps develop and maintain process improvement and knowledge management processes.
• Coordinates and interacts between internal and external stakeholders, respecting confidential and business-sensitive information.
• Supports tracking of budget expenditures.
• Ensures team and cross-functional awareness of upcoming priority events and meetings.
• Coordinates and maintains departmental files as assigned.
• Orders business cards and stationery.
• Uses and understands Microsoft Office Suite and other business-specific software.

• Fully understands assigned tasks and expectations.
• Asks for clarification as needed.
• Respects the sensitivity of internal communications.
• Exhibits diplomacy, discretion, and tactful persuasion in communicating with stakeholders.
• Communicates obstacles and provides status updates prior to deadlines.
• Demonstrates strong Critical Thinking Skills and is accountable for actions.
• Prioritizes own work, balancing multiple requests for assistance.
• Establishes good working relationships with other functional areas.

• Some college preferred.
• Some leadership or supervisory experience desired.
• Experience working in a pharmaceutical company or CRO strongly preferred.
• 7+ years of previous admin experience supporting executives.
• Intermediate to advanced knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or Org Plus, and understanding of business processes and requirements.
• “Make it happen” spirit, attitude, and persistence.
• Adaptive learner that grasps information quickly and adapts to changes.