69 applicants

Company

Datavant · 2 days ago

Administrative Assistant I

New York, NY

Full-time

Remote

Entry Level

3+ years exp

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BiopharmaClinical Trials

No H1B

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Responsibilities

Deliver reliable, professional administrative support for 5 senior level executives as follows:

Manage calendars to include meetings and travel bookings

Reconcile expense reports and support with vendor management in Coupa

Planning, communication and event logistics for in-person team offsites

Vendor Management including set up and ensuring accounts are reconciled in a timely manner

Facilitate internal company celebration events, ensuring accomplishments and employee milestones are recognized

Handle highly-confidential and/or sensitive information with discretion and tact

Develop comprehensive plans for team offsite events including logistics, timelines and managing budgets.

Own and manage the calendar for critical meetings and bonding events, ensuring they occur with proper preparation and smooth logistics

Ensure seamless on-site execution, managing staff, vendors, and participant communication.

Enable team to scale by ensuring no critical documents or processes fall through the cracks, including:

Bring a mindset for process improvement to all things, suggest more efficient ways to conduct core executive operations

Qualification

Find out how your skills align with this job's requirements. If anything seems off, you can easily click on the tags to select or unselect skills to reflect your actual expertise.

Calendar ManagementEvent PlanningExpense ReportsVendor ManagementProcess ImprovementFast Response TimeProactive Communication

Required

At least 3+ years prior experience in an administrative assistant role supporting SVPs and higher level Execs is highly valuable, especially if some of that experience is at larger companies (2,000+ employees)

World-class attention to detail: names are spelled correctly, time-zones are accurate, you proofread all your work by default.

Professional and helpful: you are accessible yet appropriately distanced, you offer help proactively when needs arise without aggressively inserting yourself. You feel comfortable knowing when to make decisions without all the necessary input ('ask for forgiveness rather than permission'), and when to wait or escalate.

Extremely well organized: you have a system to track key activities, you predict future needs and preempt them, you proactively follow up on all open items, no tasks fall through the cracks.

Fast response time, especially to requests from your Executives and when coordinating meetings with external parties.

Generally answer all direct Executive needs/questions within 4 hours between 8am and 6pm EST on work days.

Some responsiveness over evenings/weekends is expected (don’t ‘go dark’ from Friday 5pm to Monday 8am).

On occasion, long hours, weekend work, and on-call support may be needed. Ideally these needs are seen in advance and can be discussed.

Follow up with external parties regarding coordination/scheduling should happen within 12 hours (OK if meeting arrangement is not finalized, but must acknowledge request and start conversation same day).

You understand and respect confidentiality.

Ability to travel throughout the year for Leadership and EA offsites.

With very limited exceptions (medical conditions or sincerely held religious beliefs that prohibit you from getting the vaccine), one of the requirements for this job is that you be fully vaccinated against COVID-19.