Administrative Assistant I

Overview

The Administrative Assistant 1 provides high-level administrative support for assigned Leadership as well as back-up support for current administrative staff.

Responsibilities

• Answer phones/screen calls & manage/maintain management calendars.- Make travel arrangements for team. - Arrange teleconference calls and webcasts.- Compile numerical or statistical data.- Schedule meetings or appointments/conference rooms.- Write business correspondence.- Maintain records, reports or files.- Manage expense reporting for team.- Attend meetings in order to record minutes when requested.- Prepare reports, memos, letters and other documents, using word processing, spreadsheets, database, and/or presentation software.- Compile, transcribe, and distribute minutes of meetings.- Prepare agenda for visitors and coordinate travel.- Ability to maintain confidential information.- Prepare responses to correspondence containing routine inquiries.- File and retrieve corporate documents, records and reports.- Prepare agendas.- Open, sort,distribute incoming correspondence, including faxes & email.- Ability to maintain confidential information.- Back-up for front desk coverage at P48 and other facilities as requested.- Back-up for the switchboard as requested.
• Willingness to utilize AI tools such as Claude and ChatGPT- Must maintain all training requirements for the position, while seeking out opportunities for continuous development and growth.- Adhere to the Quality Management System and its processes to meet FDA 21 CFR 820, ISO 13485, and other applicable regulatory requirements.

Qualifications

• High school diploma or equivalent required.- Previous office experience (3 - 5 years) and/or Associate''s Degree in Business Administration or related field preferred.- Extensive working knowledge of Microsoft Windows Office and Outlook (ie Excel, PowerPoint and Word).- Experience producing spreadsheets and other computer-generated data analysis reports.- Proven ability to quickly learn new technical subject matter that may be unrelated to area of formal training.- Experience performing multiple projects simultaneously with minimal direction/supervision.