Sr. Administrative Assistant

 

At Alcami, we deliver reliable solutions that unlock the potential of transformative medicines from discovery to commercialization, through trusted partnership with our clients, recognized industry expertise and proven regulatory track record.

 

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Job Summary

The Sr. Administrative Assistant drives results in a fast-paced environment and is responsible for administrative duties for multiple locations. The position provides site and departmental administration support including correspondence, travel & expense report reconciliation, overseeing & coordinating client agendas and all other site vistiors, and handles confidential details in a professional manner. The Sr. Administrative Assistant relies on experience and judgment to plan and accomplish goals, and maintains effective working relationship with leadership and employees. Assignments may be in various functional areas. The position works on assignments that are moderately complex in nature in which considerable judgment and initiative are required in resolving problems and making recommendations.

On-Site Expectations

• 100% on-site position.
• 1st Shift: Monday - Friday, 8:00am - 5:00pm.
• After-hours and flexible hours as needed.

Responsibilities

• Assists multi-site management with daily tasks and activities and supports special projects as needed.
• Schedules appointments, makes travel arrangements, and prepares expense reports.
• Coordinates and serves as the single-point person for all existing and prospective customer visits; includes modeling a passion for customers for a positive first impression the minute visitors enter our facilities.
• Maintains the client prospect calendar on the company’s intranet site (ePulse) with current and accurate information, and coordinates with Program Management, Sales and Business Development, and site SLT.
• Facilitates site visitors through the check-in processes and communicates with assigned contact.
• Schedules and coordinates interviews for candidates. Sends new hire announcements.
• Coordinates activities between departments and outside parties.
• Interacts with employees at all organizational levels to gather information and coordinate activities and assists with event planning.
• Requisition required supplies for the site supported.
• Handles all incoming phone calls and documents all calls.
• Composes and proofs all correspondence, including letters, and reports, prior to distribution.
• Prepares presentation materials for departmental management.
• Performs all receptionist duties for the facility.
• Ensures timely completion and compliance with cGMP and all other relevant company training requirements.
• Other duties as assigned.

Qualifications

• Bachelor’s degree with 4+ years of related experience, or Associate’s degree with at least 6+ years experience, or High School diploma with 10+ years experience.

Knowledge, Skills, and Abilities

• Strong interpersonal and communication skills.
• Strong written and oral skills.
• Willingness to collaborate with other team members.
• Understanding of company operations, policies, and procedures.
• Understanding of business and office practices.
• Understanding of departmental activities and practices.
• Expert knowledge of Microsoft Office including Word, Excel, and PowerPoint.
• Able to handle multiple projects simultaneously.
• Ability to provide support for multiple individuals.
• Consistently demonstrates honesty and integrity through personal example.
• Follows all safety policies and leads by example a safety-first culture.
• Produces high quality work products with a focus on first time right.
• Complies with the company code of conduct and policies and regulatory standards.
• Thinks strategically. Quickly identifies and acts on opportunities. Considers the downstream impact. Seeks to understand the why. Focuses on work that matters.
• Develops organization and others. Takes ownership to develop self and others. Seeks out new opportunities and experiences for continuous learning.
• Acts decisively. Makes and acts on decisions quickly. Makes decisions with the customer and their patients in mind. Meets commitments with a sense of urgency. Seeks ways to be more efficient.
• Drives performance. Holds self and others accountable. Delivers results first time right. Never settles for status quo. Willing to have tough conversations. Asks for feedback and takes action to improve.
• Passion for customers. Listens to understand. Asks the right questions. Gets to the heart of the matter and uses that insight to provide value.
• Works collaboratively. Seeks out the experience of others with the aim for better results. Open minded regardless where ideas originate. Flexible and easy to work with.

Travel Expectations

• This position will be required to support multiple local sites. Short commutes to provide onsite support to multiple locations regularly.
• Some travel to more remote sites may be necessary for training or support. This is not expected to be more than 5%.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; talk or hear and smell. The employee is frequently required to sit. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move assisted up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and vibration. The noise level in the work environment is usually very quiet.