We are seeking a detail-oriented administrative professional to assist our rapidly growing Operations Team. Our team provides Professional Services to our Pharmaceutical, Biotechnology and CRO customer base. The Operations Administrative Assistant will provide administrative functions, including completing tasks like taking meeting minutes and coordinating calendars and scheduling meetings. In the fast-paced environment of our SaaS company, the successful candidate will play a role in ensuring the smooth coordination of administrative tasks as requested and assigned by the Manager of Operations Administration. Assignments may be externally facing projects for our customers or internal assignments supporting the various Operations sub-teams. We are seeking an individual who thrives in a collaborative environment, possesses excellent prioritization and organizational skills, and has a knack for multitasking. We would welcome a motivated individual who desires to grow in these skills if there is a mutual willingness to work towards our company and departmental goals.

Responsibilities:

• Support efforts associated with the successful execution of all tasks as directed by the owner of the activity (i.e., the requestor, owner, project manager, etc.) and as agreed by the Manager of Operations Administration; this might be internal initiatives or external tasks.
• Edit and format documents and presentation for both internal and external distribution according to our high-quality standards.
• Record and distribute meeting minutes, action items, and follow-up tasks understanding that the most important part of minutes is the documentation of decisions and actions. Follow-up tasks from the meeting may be assigned by the requestor as needed.
• Support in entering forms and managing templates in the Document Management System.
• Maintain organized records, files, and documentation to facilitate easy retrieval of information.
• Assist in handling communication when requested, externally and internally, maintaining a high standard of professionalism and courtesy.
• Manage user and study access forms as needed and requested, making sure to ask and have the right information included.
• Schedule and coordinate calendars for meetings as requested and according to the communicated guidelines from the requestor, making sure to ask and have the right information included (e.g., agenda, purpose, necessary and optional participants).
• Pull reports and update reports for internal and external purposes
• Update process documents as requested with the guidance of the Project Management Team and Leadership.
• Organize materials in the Operations Team’s information-sharing portals (e.g., Confluence) as requested.
• Accept ad-hoc requests with a willingness to work with managers and requestors to prioritize efficiently and effectively.
• Approach all tasks with a mindset of understanding the purpose and objectives.
• Ensure proper and thorough updates are provided to the task requestor and the Manager of Operations Administration.

Qualifications:

• Proven experience as an Administrative Assistant or in a similar role, preferably in a professional service setting within a SaaS company
• Experience working in a clinical research field, with knowledge and understanding of the regulations and standards related to clinical trial conduct and clinical data management is preferred
• Efficient Time Management: Exhibits superior time management and prioritization abilities
• Attention to Detail: High focus on detail, especially in documentation and task management
• Possesses excellent verbal, written, and presentation skills in English levels
• Experience working in a team environment under time and resource constraints
• A team-oriented person with a “can do” attitude and solution-oriented mindset
• Eager to understand the broader context of tasks for quality improvement and correct execution, as well as willingness to ask questions if unsure
• Able to adapt and react to changing priorities in a fast-paced work environment; maintaining a calm demeanor under pressure with a focus on professional and respectful interaction at all organizational levels

Requirements:

• College degree, preferably in a business, scientific or technical discipline
• Proficient in Microsoft Office Suite, Asana, Confluence and other relevant tools
• Technical aptitude desired
• Open-minded and accepting of constructive feedback, collaborative
• Recognize, exemplify, and adhere to the company values which center around care, respect, innovation, simplicity, and passion.
• Ability to handle confidential information with discretion if required/requested