Job Listing: Administrative Asst

Aerotek is seeking a motivated individual to work with one of our clients in the Gaithersburg location as an Administrative Assistant.

This Administrative Assistant position is primarily responsible for supporting all administrative activities required within the International Vaccines area within the Regulatory Affairs department. This position requires a broad skill set including comfort to operate within the highly matrixed regulatory affairs group and to manage within a dynamic environment of changing priorities and deadlines.

This position will be responsible for directly supporting a Senior Manager with future growth for supporting 2 Senior Managers, and an Associate Director. The responsibilities include providing specific administrative support to one or all of the above, which includes, answering phones, organizing meetings, including logistics for meetings with Health Authorities, teleconferences, coordinating travel arrangements and coordinating staff recruitment activities. Additional responsibilities also include liaising with IT, submitting expense reports, ordering supplies, providing support for creation of presentations and providing secondary support to other admin staff within Regulatory Affairs, as needed. Broad computer skills including Microsoft Project, Excel and Powerpoint as well as Outlook and WORD will be important.

Major Duties and Responsibilities:

-Responsible for performing administrative duties for up to 2 Senior Managers, as well as an Associate Director
-Provide full administrative support including:
-Answering phones.
-Provide status on location of primary and secondary supervisors as needed, and how they can be reached during business hours and on business travel.
-Collect and organize international guidances and directives.
-Create and manage appointments, including calendars
-Travel arrangements
-Prepare, as directed, various forms, including timesheets, expense reports, check requests, purchase requisitions, CERs.
-Ensure invoices given to supervisors for approval have the proper coding.
-Track invoices for past due balance, obtain finance tracking numbers and requisition numbers.
-Coordinate meetings which includes, coordinating schedules, arranging conference call details, catering, copying and distributing meeting materials and setting up the required audio visual equipment.
-Greet candidates and visitors.
-Support staff recruitment activities including, coordinating resumes, communicating with recruiters, coordinating travel and logistics, scheduling interviews.
-Support generation of timelines, presentations, incorporate edits into regulatory documents and reformat documents as necessary into established templates to support Regulatory Document creation.
-Liaise with IT to help coordinator for future departmental staff requirements, including handling of new hires (order laptops, phones and basic supplies prior to arrival; coordinate location of office with Engineering and IT; ensure office/cube is set up for first day of employment). Also liaise with IT Help Desk in handling computer hardware/software/connectivity issues.
-Responsible for arranging travel activities which includes, coordinating travel arrangements in a timely manner, utilizing travel agents authorized by our client, and managing appointments. Additional travel responsibilities also include the preparation, from beginning to end, of a trip itinerary with all contact information.
-Maintain, at least weekly, departmental filing systems.
-Order, as directed, office supplies. Ensure appropriate approvals are documented and submitted to Purchasing
-Photocopy, scan, fax and generally perform administrative support functions, as directed.

Requirements/Qualifications

Education:
-BS degree preferred, but on the job experience will be considered.

Experience:
-At least 3 years experience providing administrative support to senior-level executives.
-Strong knowledge of Microsoft products required, with emphasis on Word, Outlook, Excel, Power Point, Visio and Project
-Proficient typist.

Skills/Abilities:
-Requires excellent organizational abilities and communication skills.
-Must be a self-starter with the ability to manage multiple priorities/tasks in a fast paced environment.
-Sense of urgency in completing tasks without sacrificing accuracy.
-Ability to prioritize without supervision.
-Ability to work in a highly matrixed environment.

Job Complexity/Supervision:

-Minimal supervision. Is expected to be self-motivated and work independently


We are looking to fill this position immediately. Please send your resume to Kelle Machiran at kemachir@aerotek.com.

Required Skills for Administrative Asst Job:

About Aerotek Professional Services:

Join Aerotek Professional Services. Our customized employment solutions and personalized approach give job seekers access to great opportunities with competitive salaries. Aerotek offers comprehensive benefits that can include medical, dental, optical, and optional 401k. Don't put your career in the hands of just anyone; put it in the hands of a specialist. Launch or rejuvenate your career today with Aerotek Professional Services! Allegis Group and its subsidiaries are equal opportunity employers.