Overview
We are seeking a highly organized and detail-oriented Administrative Assistant to join our dynamic team. This role is essential in ensuring the smooth operation of our office, providing support to various departments, and delivering exceptional customer service. The ideal candidate will possess strong communication skills, be proficient in office management tasks, and have a proactive approach to problem-solving.
Duties
· Partner with core lab leadership to keep meetings, priorities, and deliverables organized and on track.
· Manage calendars, schedule meetings/trainings, and coordinate internal/external communications.
· Arrange travel and logistics as needed for core lab team members
· Assist with administrative tasks related to the clinical trials as needed (e.g., document preparation and organization, tracking, communications, presentation preparation).
· Anticipate needs and proactively recommend ways to simplify processes, save time and reduce administrative burden for others.
· Serve as a reliable point of contact snad support, ensuring all interactions reflect professionalism and care.
· Support document management processes by maintaining version control, archiving old versions, and ensuring the latest versions are filed appropriately
· Interact with external constituents including but not limited to core lab consultants, physician advisors and/or their administrative assistants, clinical sites and industry sponsors (clients).
· Assist with any additional duties as required
Requirements
· Strong organizational and project management skills with the ability to juggle multiple priorities.
· Strong attention to detail for document formatting, version tracking, and meeting logistics.
· Effective and professional oral and written communication skills
· Ability to work with others and handle sensitive information with discretion.
· Proficiency in Microsoft Office Suite and collaboration tools (Outlook, Teams, Word, Excel, PowerPoint).
· Experience scheduling across multiple time zones.
· Physical requirements
o Indicate activities applicable to this position and their level of frequency by using the following scale, where 1 = rarely, 2 = occasionally, 3 = frequently, 4 = consistently
o Walking = 3
o Sitting = 3
o Standing = 3
o Traveling = 1
o Manual Dexterity = 4
o Use of Hands = 4
o Talking = 3
o Lifting over 50 pounds = 1
Qualifications
· Degree
o Associates Degree with emphasis on secretarial computers skills equivalent relevant experience.
· Skills & Attributes
o High sense of urgency with a bias for action.
o Professional, polished, and confident in representing leadership externally.
o Resourceful problem solver who takes ownership and follows through.
o Collaborative team player who also thrives working independently.
Driven by making a positive impact and helping other succeed.
Job Type: Full-time
Pay: $19.00 - $21.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k) matching
- Flexible schedule
- Paid time off
Work Location: Remote
