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Senior Administrative Assistant

The CDM Group New York, NY
  • Posted: September 13, 2019
  • Full-Time

 

Title: Senior Administrative Assistant

Company/Location: Biolumina / New York, NY

Department/Discipline: Administration

 

Description

The Senior Administrative Assistant supports senior leadership and account teams in the Agency. Their primary responsibility is to provide support for SVPs. Additionally, they are responsible for a variety of duties including planning meetings, making domestic & international travel arrangements, and managing expense reports.

 

Primary Responsibilities

  • Support Senior Vice Presidents (i.e. Managing Directors, Directors of Client Services)
    • Manage calendars—delegate access for MD and DoCs, meeting support for SVPs as needed
    • Make international and domestic travel arrangements
    • Complete and submit expense reports in a timely manner; keep record of expenses submitted and track reimbursement status
    • Book conference room and resources
    • Make lunch/dinner reservations (with or without client, if applicable)
    • Coordinate shipping, messenger services and package follow up (e.g. account work, client gifts, etc.)
  • Provide internal Agency support
    • Coordinate internal Agency attendance at industry conferences
    • Cover reception area while receptionist is on break/lunch in rotation with other administrative/executive assistants
    • Act as liaison to office services and technology support as needed
    • Support Human Resources as needed with ad hoc projects
    • Provide onboarding support for new accounts
    • Coordinate catering for internal meetings as needed
    • Provide support for agency-led workshops and initiatives as needed (account should lead)
    • Communicate weekly reimbursement notifications to employees
  • Assist with Agency recruiting and onboarding efforts
    • Aid recruiting team in interview scheduling for SVPs
    • Coordinate internal new hire onboarding for VPs and above
    • Welcome new SVP team members and gather pertinent information from them for business travel (e.g. contact number, home address, corporate credit card information, etc.)
    • Train (or help to train) new hires in process and procedures for expense reporting and travel booking

 

Additional Responsibilities

  • Act as a resource to the Agency; maintain and share knowledge on internal policies, processes and key points of contact
  • Communicate effectively and professionally both internally and externally with all levels of the organization
  • Demonstrate ability to set priorities while handling multiple projects/deadlines
  • Demonstrate good problem-solving and interpersonal skills
  • Foster a positive team atmosphere demonstrating respect for peers, supervisors and clients
  • Know clients and their products; be knowledgeable of which accounts team members are working on
  • Develop relationships with clients and/or client administrative team members
  • Stay aware of current team projects and proactively assist staff members
  • Assist other members of department/team as needed when workload allows
  • Perform additional duties as assigned by manager

 

Qualifications

  • An AA degree or BA degree is preferred
  • 3-5 years general office experience (experience in pharmaceutical industry a plus)
  • Strong knowledge of Windows, Mac OS, Word, Excel, Outlook, and PowerPoint
  • Understanding of video conferencing platforms
  • Outstanding verbal and written communication skills
  • Strong attention to detail
  • Ability to work effectively in a fast-paced environment with changing priorities
  • Strong team player with excellent interpersonal and communication skills
  • Quick-thinking individual with enthusiasm and motivation who thrives in a fast-paced environment

 

Biolumina’s Values

Open Mind

  • Always ask why—of your teammates, your clients, and yourself. And don’t stop there—keep asking questions
  • Be respectful of others’ ideas, opinions, and diverse backgrounds
  • Be flexible and adaptive to new ways of doing things

Brave Heart

  • Speak your mind…and your heart
  • Courageously step forward to try something new and help others to do the same
  • Be brave enough to defend your opinions—and brave enough to change them

Ready Hands

  • Be proactive and push things forward
  • Reach out to offer help and raise your hand to ask for help
  • Go out of your way to show gratitude

The CDM Group

Address

New York, NY
USA

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