Administrative Assistant
Norristown, PA 
Posted 26 days ago
Job Description

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

We are an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.


Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
High School or Equivalent
Required Experience
4+ years
Email this Job to Yourself or a Friend
Indicates required fields