Administrative Assistant

The Administrative Assistant will provide a full range of administrative support to their assigned stakeholders. The employee must be highly professional, detail oriented, and exhibit strong organizational skills with the ability to manage multiple tasks and priorities in a fast-paced environment. 

Responsibilities:

• Correspondence, reports, and document management
• Project scheduling and monitoring
• Calendar management
• Phone coverage for stakeholders
• Create and submit expense reports and purchase orders in a timely manner
• Book complex domestic and international travel and accommodation; distribute itineraries
• Communications management; drafting and responding appropriately and discreetly to internal and external emails
• General document management (filing, faxing, scanning, and printing)
• Proofreading departmental communications as requested
• Ability to multi-task various projects at a time, and quickly attend to urgent issues
• Sort and distribute incoming mail
• Keep VP informed of significant events in their department
• Special administrative projects as requested (taking meeting minutes, maintaining reports, project deadline tracking, communication of major team life events)
• Report general office maintenance needs to Facilities Dept.

Qualifications:

• 8-10+ years of related experience
• Prior experience in a high volume and dynamic environment where the candidate has had to manage multiple projects and priorities in a tactful and confidential manner.
• Ability to communicate effectively both verbally and in writing via various methods
• Strong and current IT skillset. Advanced MS Suite: Word, Excel and PowerPoint are required.
• Ability to handle confidential information appropriately, and delicate situations with tack and diplomacy
• Possess high level of efficiency, with ability to prioritize while maintaining a high attention to detail
• Proficient proofreading and grammatical skills
• Ability to work independently with little to no supervision, and on a team as needed
• Responsible, engaging and flexible with a professional attitude
• Ability to pursue whatever avenue necessary to accomplish tasks correctly

Education & Training:

• Bachelor’s Degree preferred; Associates Degree

We are an equal-opportunity employer and do not discriminate because of race, color, religion, sex, national origin, ancestry, marital status, veteran status, age, disability, sexual orientation or gender identity or expression or any other legally protected category. InterSystems is an E-Verify Employer in the United States.