Senior Administrative Assistant - Clinical Development Operations
About The Position
Provides dedicated executive administrative support to the Vice President of Clinical Development Operations for approximately 50% of the role, with the remaining capacity supporting the broader Clinical Development Operations function. The position partners with the administrative team, supports function-wide communications, and coordinates meetings and events. Duties include answering phones; managing calendars and correspondence; arranging domestic and international travel; processing expense reports and billing; scheduling couriers; preparing and revising business documents and presentations; coordinating teleconferences; compiling meeting materials; and other related administrative activities. This is an onsite opportunity in the Lake County area.
Requirements
- At least 3 years of administrative assistant-related experience.
- High school diploma or equivalent.
- Experience providing support to a VP-level executive or equivalent.
- Intermediate to advanced knowledge of Microsoft Office Suite, Outlook, and Adobe Acrobat, and understanding of business processes and requirements.
- Self-starter able to perform at a high level with general instruction.
- Ability to build strong relationships with peers and cross-functional partners outside the assigned group.
- Team-oriented, service-focused approach and ability to balance dedicated executive support with changing priorities across the broader administrative team and Clinical Development Operations function.
- Ability to learn quickly and change course quickly when needed.
- Openness to suggestions and innovation for improvement.
- Professional demeanor and ability to maintain confidentiality.
Responsibilities
- Provide advanced administrative support to the Vice President of Clinical Development Operations as the primary executive assignment, while flexibly supporting the broader administrative team and function priorities.
- Coordinate and maintain departmental files in compliance with corporate and legal guidelines.
- Follow company purchasing and other established procedures.
- Use intermediate to advanced software skills, including Microsoft Office Suite and business-specific software such as the Corporate Travel website.
- Coordinate new employee office setups and onboarding.
- Interact professionally with high-level executives.
- Handle confidential or business-sensitive information consistently.
- Maintain and manage calendars, meetings, travel schedules, and domestic and international travel arrangements.
- Proactively identify and resolve scheduling conflicts.
- Use approved AI tools responsibly in accordance with company policies and confidentiality requirements to streamline administrative processes and support high-quality work.
- Plan and coordinate Clinical Development Operations functional meetings and events, including leadership and function-wide forums; manage logistics, venues, schedules, materials, technology, vendors, and attendee communications.
Benefits
- Paid time off, including vacation, holidays, and sick time.
- Medical, dental, and vision insurance for eligible employees.
- 401(k) for eligible employees.
- Eligible to participate in short-term incentive programs.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
High school or GED
