What are the responsibilities and job description for the Admin Assistant position at Advanced Clinical?
We are currently seeking a highly organized and detail-oriented Administrative Assistant to join a well-known client’s team in Ridgefield, CT. This role will provide critical administrative support to a large, fast-paced Human Pharma organization, partnering with internal administrative staff to ensure smooth day-to-day operations across multiple functions, including marketing, training, market intelligence, and omnichannel teams.
This position requires a proactive, service-oriented professional who can manage competing priorities, maintain accuracy, and support a high-volume workload in a collaborative team environment.
RESPONSIBILITIES
• Provide administrative support across departments, including data entry, record retention, and file management.
• Coordinate conference rooms, meetings, and scheduling logistics.
• Manage travel arrangements, including flight and hotel bookings.
• Process and track purchase orders (POs), invoices, and expenses using systems such as SAP (Ariba) and Concur.
• Support invoice tracking and reconciliation, identifying and flagging discrepancies as needed.
• Prepare and route documents via DocuSign for approval workflows.
• Assist with report generation and data tracking, including Excel-based reporting.
• Order and manage departmental supplies and support inventory needs.
• Provide administrative support for training sessions and general staff needs.
• Partner with internal administrative team members to support workload demands across a large (250 person) organization.
• Maintain strict adherence to company policies, procedures, and confidentiality standards.
EXPERIENCE
• 2–5 years of administrative experience in a professional or corporate environment.
• Strong experience with SAP/Ariba (PO creation and invoice tracking), Concur, and DocuSign required.
• Proven ability to manage high-volume administrative tasks in a fast-paced environment.
• Experience supporting large teams or shared services models preferred.
• Strong customer service mindset with experience supporting internal stakeholders.
EDUCATION
• Bachelor’s degree required.
TO BE A BEST FIT, YOUR STRENGTHS MUST INCLUDE
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong attention to detail with high accuracy in administrative and financial tasks.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills with the ability to prioritize effectively.
• Proactive mindset with strong initiative and follow-through.
• Ability to maintain confidentiality and professionalism at all times.
• Strong problem-solving skills and ability to identify and escalate issues as needed.
• Ability to collaborate effectively within a team of administrators supporting a large organization.
Full-time employees are also eligible for benefits options such as health coverage, life insurance, disability insurance, and 401k benefits.
At Advanced Group, our commitment to diversity and inclusion in every part of our organization is crucial to fulfilling our mission and demonstrating our REAL values. Advanced Group is committed to providing employment opportunities without regard to sex, race, color, age, national origin, religion, gender identity or expression, sexual orientation or sexual preference, pregnancy or maternity, genetic information, marital status, disability, veteran status, or any other basis protected by applicable federal, state or local law.
Advanced Group complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities. If a reasonable accommodation is needed to participate in the job application or interview process, please contact accommodationrequest@advancedgroup.com.
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