Job Description

Contract Length: 1 year (with potential for extension or conversion to FTE based on performance and business needs).

Job Overview:

We are looking for a highly organized and detail-oriented Admin Assistant IV to provide support to our Ventures Team and executives. This role requires strong administrative, event planning, and office management skills, and the ability to manage multiple priorities in a dynamic and fast-paced environment. The Admin Assistant will play a key role in coordinating day-to-day activities, scheduling meetings, handling travel arrangements, and supporting the team’s initiatives.

Key Responsibilities:

• General Administrative Support: Provide comprehensive administrative assistance to the VP and the Ventures team, ensuring smooth daily operations. This includes calendar management, travel scheduling (both domestic and international), and expense reporting.
• Event Planning and Coordination: Organize internal and external events, including catering, meetings, and receptions. Handle logistics such as invitations, scheduling, and follow-up to ensure flawless execution.
• Office Management: Maintain an organized office environment, including managing front desk/reception duties, overseeing supplies, and acting as the main point of contact for facilities issues. Ensure the office space is presentable and equipped with necessary refreshments and supplies.
• Communication Management: Act as a liaison between internal and external stakeholders, including high-level executives. Ensure sensitive information is handled with confidentiality and discretion.
• Travel and Expense Management: Coordinate complex travel itineraries and manage travel-related expenses using Concur. Ensure all expense reports are accurate and submitted on time.
• Team and Cross-Functional Support: Proactively track and manage the calendar of the VP and team , anticipate scheduling conflicts, and coordinate all meetings efficiently.
• Reporting and Documentation: Draft and maintain reports detailing the Ventures team’s activities. Ensure accurate documentation of important meetings and events for cross-functional stakeholders.
• New Employee Onboarding: Support new team members by coordinating their office setup and assisting with the onboarding process .
• Technology Utilization: Effectively use Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), SharePoint, and Visio to create reports, presentations, and documents.
• Knowledge Management: Assist in process improvements and knowledge management initiatives. Support audits and implement improvements to optimize team efficiency.

Key Behavioural Preferences:

• Executive presence with the ability to interact confidently and professionally with leadership.
• Ability to multitask, prioritize, and adapt in a fast-paced environment.
• Strong organizational skills with an eye for detail.
• Proactive in anticipating needs and solving problems.
• Ability to remain calm and composed under pressure.
• A “Make it happen” attitude with a persistent and positive approach to challenges.
• High level of professionalism, diplomacy, and discretion in all interactions.

Requirements:

• Education: Some college preferred.
• Experience: 7+ years of administrative experience supporting executives, preferably within the pharmaceutical industry or a Contract Research Organization (CRO).
• Technical Skills: Intermediate to advanced proficiency in Microsoft Office Suite, Concur, SharePoint, Visio, and OrgPlus.
• Leadership Skills: Some leadership or supervisory experience is desirable.
• Flexibility: Ability to adapt to changing schedules and daily demands.
• Other: Must be detail-oriented, dependable, and able to manage multiple competing priorities.

About US Tech Solutions:

US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit

US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Recruiter's Details:

Name: Shivani

Email: shivani.trika@ustechsolutionsinc.com

Internal ID: 25-33032

Job Tags

Similar Jobs