Group Administrative Assistant VI

Job Description

Administrative Organization:

• Manage multiple calendars, including conference room scheduling and Group Office member availability

• Coordinate internal and external in-person meetings and visits (including ordering food, submitting visitor requests, preparing agendas, reserving parking)

• Maintain office equipment and supply levels

• Serve as the property coordinator and point of contact for property-related matters

• Enter timesheets, process shopping carts, procurements, ship orders, hand-carry requests, and expense vouchers

• Arrange travel and submit expense reports. Proactively work with Group members to insure travel requests are accurate and expense reports are submitted in a timely manner.

• Perform data entry into Laboratory web-based forms and maintain spreadsheets

• Support onboarding for new hires and escort visitors

• Provide coverage for administrative absences in other offices as needed

Proactive Administrative and Efficiency Management:

• Set priorities and manage multiple concurrent tasks in a fast-paced environment

• Work independently under minimal direction, anticipating administrative needs

• Take ownership of key processes, such as onboarding logistics and external visitor meeting coordination

Champion Group Culture and Connection:

• Organize team-building activities, workshops, conferences, and special events to foster collaboration and engagement

• Demonstrate effective written and oral communication skills and interpersonal management

• Maintain professionalism in communication with senior management, external parties, and group members

Protecting Information:

• Handle private and classified electronic and hard copy information with discretion

• Submit release reviews; working with Group members to streamline submission process, insure the appropriate reviewers are assigned to the submission, and facilitate communication.

• Contribute to success of security audits and reviews

Office Space and Logistics Management:

• Submit facilities and IT work orders

• Coordinate logistics for office moves and facility renovations

• Maintain up-to-date listing and map of office assignments

• Manage conference room scheduling and communications with staff and service personnel

 Special Projects:

• Additional special projects may be assigned to as part of the role

Requirements

• Education: High school diploma or equivalent required; post-high school education preferred

• Experience: Minimum of 5 years of relevant administrative experience; post-high school education may count toward experience

• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and Zoom. Familiarity with SAP, Concur, SuccessFactors, and other tools is a plus

• Interpersonal Skills: Strong written and verbal communication skills, attention to detail, and ability to manage multiple priorities

• Professionalism: Demonstrated ability to handle sensitive and confidential information with integrity and sound judgment

• Teamwork: Proven ability to work collaboratively in a team environment and contribute positively to group dynamics

• Adaptability: Comfortable navigating a fast-paced, multi-faceted environment with evolving priorities

• Initiative: Identify areas that could be improved (ex. business processes, office space usage, group communications) and proactively suggest ideas for improvement

Additional Information

This position is hybrid and requires onsite presence at least three days per week, with flexibility for additional onsite work during events or high-demand periods