The Administrative Assistant/Project Coordinator will be a dynamic and self-motivated individual able to provide administrative support and coordination of R&D projects.
The right candidate must be flexible, organized, proactive, collaborative, and calm under pressure. Excellent communication, interpersonal and collaboration skills are essential for this role due to interactions with R&D leaders, others across all levels of the organization. This position also requires a professional demeanor, sense of urgency, the ability to prioritize and in-depth knowledge of project management and project implementation.
Build strong working relationship with teams by organizing efficient communication and following up with deadlines and pertinent information.
Provide administrative support, to include: calendar management (scheduling, prioritizing, resoliving conflicts, etc.), coordination of team meetings and R&D governance committee meetings, new hire on-boarding, training activities, etc.
Create, compose, and edit written material as needed; Handle correspondences of confidential nature.
Propose and implement process improvements to increase efficiency.
Maintain departmental and/or company document and knowledge repositories, websites, and business systems (e.g. SharePoint, Synapse, Watchdox), as needed. Expedite flow of work items and initiate follow-up when necessary.
Manage travel arrangements and monitor travel progress to resolve issues as they arise.
Prepare and manage monthly expense reports and organize and maintain files.
Large-scale meeting and forums/off-site support including logistics coordination (secure venue, A/V support, catering etc), pre-event material preparation, day-of set up, contract/payment processing as needed, management of minutes and other related activities; Oversight of coordination process when using resources.
Coordinates R&D projects which entail collaborating with relevant stakeholders, planning, implementing, monitoring and evaluating projects.
Enhances the business model by institutionalizing business processes, implementing best practices and templates, and seeking ways to work more efficiently.
Demonstrated ability to work efficiently and to perform tasks simultaneously with minimum supervision in a fast-paced environment.
Hands on project management experience (use of development tools, financial planning, etc.).
Successful experience leading and developing an effective team in a matrixed environment.
Demonstrated ability to transform a collection of ideas into finished products and to manage a wide variety of activities.
Excellent interpersonal, verbal and writing skills, energy and enthusiasm with a positive outlook required.
Ability to exercise sound judgment and determine priorities; Proactively anticipate and identify issues and propose solutions or takes steps to resolve.
Exceptional organizational skills with a demonstrated ability to work in an accurate manner.
Must be technically skillful in MS Office Suite (Word, Excel, PPT, Outlook). Proficiency in SharePoint preferred.
Bachelors degree preferred
Employment CategoryFull-Time Regular