Administrative Coordinator

Description:

Responsible for providing comprehensive administrative support to the Clinical Genetic Medicines and Experimental Sciences team. Support activities range from basic administrative tasks, such as calendars, scheduling domestic/international travel, organizing inter- and intra- departmental meetings, routine compliance and pre-approval forms, travel expenses and payment requests to handling confidentiality disclosure agreements, contract initiation and complex meeting planning for external speakers.

Provides administrative support and coordination which may include many of the duties similar to those of the Admin Coordinator I but the role also necessitates advanced knowledge developed on the job, problem solving. This role requires the incumbent to consistently exercise considerable judgement and initiative. Demonstrates a general understanding of the business and works under general guidance.

Proactively manages calendars using basic understanding of leader's priorities. Ability to anticipate the needs of leaders in order to manage all meeting logistics.

Acts as the point person responsible for execution of internal meetings. May also be responsible for collaborating with Strategic Sourcing and Procurement to manage and negotiate contracts for off-site meetings as well as managing meeting/event budgets within approval limit.

May be responsible for coordination of completed agendas and may be responsible for coordinating final slides and distribution. Make catering recommendations for meetings and events scheduled over meal periods. Where applicable, assist employees and guests with travel and expense reports.

Demonstrates a thorough understanding of company policies procedures and resources and can advise team members as needed. Actively manages department contact lists/org charts. Manages and updates content on department SharePoint sites and/or RON pages.

Responsible for anticipating and coordinating office supplies to maintain budgets. Responsible for submitting requisitions and tracking department purchase order requests and may coordinate broader department expenses.

Acts as a point person for all new employees within the department(s), coordination with IT, Facilities, and Procurement. Coordinates with space planning for new hires or other space needs.

Skills:

calendar management, expense management, administrative support, outlook, concur, Microsoft teams, executive administrative support

Additional Skills & Qualifications:

Associates or BA preferred; 5+ years administrative experience with 2 years of (business function) industry experience is desirable.

Highly collaborative with strong written and verbal communication skills; ability to interact across all levels of employees and management while maintaining confidentiality. Ability to understand departmental and/or leader priorities and adjust work accordingly while maintaining a high level of accuracy and attention to detail.

Increased level of independence, judgment, and basic problem-solving skills. Comfortable acting as a point person for projects. Ability to work independent but also collaborate with team members.

Experience Level:

Intermediate Level

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

Diversity, Equity & Inclusion

At Actalent, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

• Hiring diverse talent

• Maintaining an inclusive environment through persistent self-reflection

• Building a culture of care, engagement, and recognition with clear outcomes

• Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.