SPECTRAFORCE · 1 day ago
Executive Administrative Assistant
St Paul, MN
Contract
Onsite
Mid, Senior Level
5+ years expSPECTRAFOR is seeking an Executive Administrative Assistant to support their team. The role involves processing invoices and vendor contracts, resolving payment issues, and collaborating with team members to assess vendor capabilities and support research functions.
ConsultingCRMInformation TechnologyLegal
Hiring Manager
Naina Rathi
Responsibilities
Process Invoices (US/ROW): Receive & log invoices from external HFE vendors, review with HFE project lead, and process payments with HFE lead authorization. (Requires knowledge and access to two separate contract processing systems, as well as Coupa)
Process Vendor Contracts (US/ROW): Work with Ethics & Compliance for multiple geographies to draft contracts according to their various requirements. This includes submitting WWM review requests & seeking IRB approvals as needed. (Compliance requirements vary by geography. Up to this point, the HFE group has worked with US only Ethics & Compliance. In 2026, HFE will need to establish the same working relationship with multiple Ethics & Compliance geographic leads multiple geographies.)
Resolve Payment Issues: Work with Procurement to resolve all issues related to processing payments, such as errors in vendor bank records. (Example: Debbie spent 4 months/60 hours processing a Fieldwork overdue payment and still wasn’t able to resolve an outstanding issue with Fieldwork Dallas bank account updates requested due to challenges working with Procurement.)
Receive, catalog, and respond to CCs: Receive HFE Impact Assessment requests for Change Controls and review with HFE Therapy Lead. Complete all Impact Assessments when no HFE IA should have been required. Prioritize and track all CCs that should have a HFE review. (Most CC Owners continue to require HFE to perform this no value task of performing an IA when none should be required because they create the HFE IA before speaking with HFE.)
Collaborate with HFE group members to assess vendor capabilities, work with Procurement to onboard new vendors, and update internal supplier lists
Support broader Research & Development functions when ordering needed supplies/equipment
Qualification
Required
Strong interpersonal and communication skills
Ability to collaborate with teams, make decisions and solve work problems with minimal assistance
Fluent in general MS Office tools
Able to proactively identify process issues, recommend solutions and implement changes
High school diploma or equivalent is required
Minimum of 3 – 5 years of experiences
Minimum of 5 years of working experience supporting technical teams, ideally in a Medical Device Research and Development organization
Preferred
Bachelor's degree is preferred
Some college coursework is preferred
Company
SPECTRAFORCE
Welcome to SPECTRAFORCE, your gateway to NEWJOBPHORIA™! Established in 2004, SPECTRAFORCE is now one of the largest and fastest growing U.S.
1001-5000 employees
H1B Sponsorship
SPECTRAFORCE has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (3)
2024 (6)
2023 (1)
2022 (6)
2021 (8)
2020 (7)
Funding
Current Stage
Late StageCompany data provided by crunchbase