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.

The Administrative Assistant will provide complete administrative support to the Director of International Marketing, the Associate Director of International Marketing, and other ad hoc business leaders. Furthermore, the individual will be tasked with coordinating special projects with minimal supervision.

Specific duties include but are not limited to:

-Schedule meetings with both internal and external attendees using Microsoft Outlook Calendar, E-mail and Voicemail, Web conferencing tools
-Maintain calendars, coordinate international travel arrangements, and arrange business itineraries
-Arrange complex off site business functions
-Prepare expense reports using GelCo and make copies for file
-Maintain the department budget if needed
-Establish and maintain an accurate vendor filing system
-Maintain files for confidential and financial information
-Screen and respond to internal and external phone calls for team and entire department as required for phone coverage
-Prioritize workload to efficiently meet team deadlines
-Prepare presentations using the Microsoft Office Suite software
-Monitor inventory of departmental supplies and procure materials as needed using the internal supply order system
-Process vendor related contracts, purchase orders, & invoices for the department
-Manage all HR related job postings and work with recruiter for scheduling interviews when appropriate
-Act as liaison between department staff and distribution partners (Abbott) when planning meetings and travel
-Project management during annual business and strategic plan cycles
-Organize shared knowledge management using shared drives, SharePoint, or eRooms
-Procure secondary market research using internal databases and subscribed sources
-Additional duties as needed e.g. related to product launch

A minimum of a Bachelor’s Degree is required. A minimum of 4 years of professional experience within an administrative, office management, and/or support function is required. Working knowledge of Expense Reports and Corporate Travel, procurement systems, Project Management, and SharePoint / E-Room Software is required. Previous experience within a biopharmaceutical marketing or large, matrixed organization is preferred. Previous experience working for a large, diverse team of international professionals preferred. Strong written and oral communications skills are required along with a high level of organization, efficiency and the ability to prioritize workload while working in a highly-matrixed, demanding, fast-paced, entrepreneurial organization.

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.