Purpose

We are seeking a highly organized and proactive Senior Administrative Assistant to provide comprehensive support to two Vice Presidents in Finance (Immunology and Neuroscience Commercial Finance). In this key role, you will manage complex calendars, coordinate meetings and travel, help with communications and project tracking, and serve as a central point of contact for internal and external stakeholders. The ideal candidate is a resourceful professional with exceptional communication skills, strong attention to detail, and the ability to anticipate needs in a dynamic, fast-paced environment.

Responsibilities

• Provides advanced administrative support to VP level or equivalent. May provide backup support to other staff as needed.
• Monitors and prioritizes executives email, highlights actions and routinely authors responses.
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and legal guidelines.
• Follows company purchasing and other established procedures.
• Uses intermediate to advanced software skills to perform assigned work. Uses and understands Microsoft Office Suite and other business-specific software, including Corporate Travel website and other programs.
• Coordinates new employee office setups and onboarding.
• Professionally interacts with high level executives.
• Consistently handles confidential or business-sensitive information.
• Maintains and manages calendars, including meeting and travel scheduling and domestic and international travel arrangements.
• Proactively identifies and resolves scheduling conflicts.
• Printing reports, presentations, and documents for executive review
• Liaising with other departments, clients, and stakeholders
• Assisting with expense reports and invoice processing
• Ensuring the executive’s day runs smoothly by anticipating needs and managing priorities
• Overall, the role requires very strong organizational, communication, and problem-solving skills, as well as professionalism and discretion