Senior Administrative Assistant

Our client, a dynamic biotech, is seeking a talented Senior Administrative Assistant to join their growing team and to help maintain an environment that facilitates continued professional growth. Reporting to the firm’s Operations Manager, the Senior Administrative Assistant will provide a central and shared resource for administrative support to the firm’s leadership team and individual employees as needed. This role will provide email and calendar support, perform administrative work on documents and presentations, coordinate meeting and event setup, organize company files and resources, and act as a first-line respondent for questions on G&A and company matters. The Senior Administrative Assistant will also provide broad administrative support to talent acquisition and related hiring activities during a period of rapid growth.

Responsibilities include:

• Calendar & meeting management for executives: ensure appropriate time management (schedule prep time for important meetings, time to read emails, etc.); schedule and arrange meetings
• Manage end-to-end complex expense reporting for executives
• Coordinate travel and accommodations for executives
• Supervise and manage relationships with vendors, service providers, and landlord, ensuring that work is satisfactorily completed and all items are invoiced and paid on time
• Provide logistical support, coordination, and set up of company meetings, events, off-sites, etc. Manage the process from startup, arranging location and necessary equipment, preparing agenda and relevant information, compiling minutes, and other relevant tasks
• Organize and maintain relevant company policies and procedures. Develop a working knowledge of policy content to serve as a resource to others
• Organize and maintain electronic file system and company record keeping practices (policies, company directory, contracts, etc.)
• Assist in preparation of key documents and presentation decks
• Assist in stocking and maintenance of kitchen supplies
• Inventory control and supply management: coordinate with IT department on all office equipment
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, space planning, and office systems
• Provide administrative support to talent acquisition including interview and seminar scheduling, job postings, and employment-related social media support. Develop expertise with applicant tracking system (ATS) to streamline hiring process, ensuring a great candidate and hiring community experience
• Perform general administrative support or projects with little supervision
• Other duties as assigned

Requirements:

• 3 years' experience in an administrative support function; experience supporting a variety of departments and with some executive level clients a plus
• Understands the importance of and applies discretion and confidentiality to all work activity
• Strong verbal and written communication skills; highly polished and articulate; strong relationship skills and a client centric mindset
• Expert organizational skills with demonstrated attention to detail and a commitment to getting it right
• Able to thrive in a fast-paced environment; strong self-starter who brings a solutions mindset and looks for opportunities to contribute
• Highly proficient with Microsoft Office applications, Zoom, and other office technologies is strongly preferred
• Prior experience supporting talent acquisition with an interest in related systems a plus

We are an Equal Opportunity Employer and consider qualified applicants for employment regardless of race, gender, gender identity, gender expression, age, color, religion, disability, veteran status, sexual orientation, or any other protected factor.