Executive Administrative Assistant

Job Description

-Provide administrative assistance to members of the Vaccines Clinical Research & Development
- Schedule appointments/conference calls/meetings/WebEx
- Extensive calendar set up for Sr. Director, and other members
- Maintain shared folders for the group as needed
- Coordinates calendars, meetings, travel arrangements, lodging and off-site conferences
- Schedule and coordinate events including lunch and dinners both on-site and off-site
- Greet and assist visitors both Client employees and outside clients
- Maintain confidential department records and files
- Maintains regular contact with suppliers and vendors
- Email correspondence to internal and external clients
- Purchase supplies for the department and computer paraphernalia as needed for group
- Prepares expense reports for group
- Set up interviews for internal positions both at local site and Pearl River NY site
- Worked with on-boarding for new hires and off-boarding for employees who left the company
- Composes routine letters and memorandums
- Provides editing quality check of documents, presentations, occasionally spreadsheets
- Provides printing support and/or set up binders with hard copy materials
- Order articles from eLibrary (online system)
- Work in new system ENGAGE
- Upload documents into ELARA/PTMF plus add information on separate spreadsheet for Clinical record keeping
- Backup for other admins, when they are out of office, to meet the needs of her people
- Order office equipment and cell phones for existing employees
- Secure office/cube space for new hires through Get Service system
- Download articles and abstracts into EndNote as needed.
- Potential other duties associated with administrative support, as assigned

Qualifications

Additional Information