Administrative Assistant

Job Title: Administrative Assistant

The Administrative Assistant will provide direct administrative support to members of leadership. Also responsible for office management, coordinating or performing a wide variety of administrative and data management activities. This position requires a high degree of confidentiality, organizational skills, and inter-departmental communications skills.

Job Description:

• Reports To: Director of Human Resources
  • Works as part of an interdisciplinary team; interaction normally requires the ability to establish good working relationships with various employees, manager and senior leadership to gain solid cooperation.
• Supervision/Managerial: Individual Contributor. Normally receives general instructions on routine work, detailed instructions on new assignments.
• Welcome visitors determine nature of business and announce visitors to appropriate employees. Accept packages.
• Plan, schedule and coordinate meetings for all CrO Biosciences (CrO) leadership and departments (internal and external).
• Coordinate the distribution of mail for all departments.
• Order office supplies for all CrO departments.
• Ship documents as appropriate.
• Reconcile purchasing card statement and submit departmental corporate travel card expense report.
• Liaison with facilities for all departments in the CrO.
• Coordinate schedules and manage meeting/conference room space.
• Maintain internal files and off-site storage.
• Coordinate travel arrangements for department including flights, car, hotel, transfers and itineraries.
• Effectively communicate with internal and external associates with a continual focus on professionalism and confidentiality.
• Take and maintain meeting notes/minutes
• Performs other work-related duties as assigned.

Experience:

• Exemplary organization skills and attention to detail.
• Proven ability to interpret, analyze, and apply pertinent policies, procedures, regulations, and requirements.
• Demonstrate experience developing communication plans, instructional materials, and related content.

Requirements/Qualifications:

• High school diploma or equivalent (GED) is required.
• Two-year degree or specialized training in a business-related field is preferred.
• At least three years’ experience in an administrative or office manager capacity. 
• Ability to read and comprehend protocols and other related documents.
• Ability to communicate protocol submissions and approvals. 
• Ability to draft, proofread, and amend complex documents. Proven ability to be meticulous with details.
• Strong verbal, written and facilitation skills, with the ability to interact professionally with diverse groups, executives, managers, and subject matter experts in global remote teams.
• Experience with Microsoft Office Suite, Teams, Adobe, Harvest, Box, SharePoint, and Visio.
• Strong client service orientation.

Job Type: Full-Time; occasional weekend and evening hours

Location: San Diego, CA (Work Remotely due to COVID-19)

Work Remotely:

• Temporarily due to COVID-19
• This position will be based out of our San Diego, California office. Due to the COVID-19 pandemic, this position does not currently require regular in-office work (unless otherwise directed) until after Jan, 2022 at the earliest. Employee will primarily work with our internal Project Managers and Analysts. At present time, we have discouraged travel, however, as COVID-19 restrictions are      lifted, some local travel may be required, with additional limited overnight travel.
• Travel
  • Must be able to travel by car/air to other CrO Biosciences meetings and events as needed.

COVID-19 Precaution(s):

Remote interview process