Nature and Scope
The Administrative Assistant is responsible for the administrative tasks associated with the Clinical R&D team. This may include the production of documents, filing, phone coverage, the tracking and processing of invoices, and project specific tracking.
Fully remote option is available.Essential Duties and Responsibilities
Manages executives' schedules, travel plans, meetings, conferences, teleconferences, and other corporate functions and events
Provides clerical support including tracking documents, filing, faxing, copying, data entry, etc.
Scheduling Microsoft Teams meetings
Assists with creation and refinement of PowerPoint presentations, project plans, manuals, forms, and reports
Assists with vendor management and meeting preparation
Gathers and organizes financial analyses of potential programs and creates presentations for internal and external review
Manage contacts, phone, and emails for executives
Prepares and submits expense reports for domestic and international travel
Maintain and update numerous internal databases and department files
Ensures department supply needs are met
Assists in special projects as assigned
Respond to email inquiries from vendors, Procurement, Accounts Payable, Finance, and in-house personnel
Clinical operations'invoice processing and payments
Process invoices received from vendors and Project Managers (record invoice on spreadsheet)
Acquire approval of invoices for payment from Directors and Project Managers
Email approved invoices to Accounts Payable
Email monthly spreadsheet to Finance
Clinical operations contracts processing with key stakeholders
File fully executed agreements, SOWs, and amendments
Entries into ePRF system for new PO numbers
Provide administrative training and backup as necessary
Exercises discretion in handling of confidential material and information
Education Requirements and Qualifications
High School or GED equivalent, required.Associates Degree a plus
Minimum 4 years of related experience
Highly proficient in MS office applications: Word, Excel, Power Point, Outlook and Adobe Acrobat
Excellent interpersonal skills are required
Must have the ability to handle multiple priorities in a fast-paced environment
Professional and efficient demeanor on the phone and strong written communication skills
Demonstrated ability to work independently and support others in a team environment
Strong organization and attention to detail skills
Ability to work overtime as needed
American Regent celebrates diversity and we are committed to creating an inclusive environment for all employees. We are an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, or protected veteran status.
American Regent Inc. endeavors to make accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact John Rossini, Talent Acquisition Director at 631-690-7201 or email at HRTalentAcquisition@americanregent.com