Administrative Assistant

Administrative Assistant

To provide essential administrative and operational support to teams and departments within the clinical research organization, contributing to the efficient functioning of day-to-day activities and helping to maintain organizational effectiveness through reliable administrative services.

Key Accountabilities:

General Administrative Support

• Perform routine office tasks including answering phones, responding to emails, and greeting visitors
• Manage correspondence, including drafting, editing, and distributing emails, letters, and memos
• Maintain organized electronic and physical filing systems according to company protocols
• Process forms, applications, and other documentation with accuracy and attention to detail
• Photocopy, scan, and manage document distribution as needed

Calendar and Meeting Management

• Schedule and coordinate meetings, appointments, and conference calls
• Prepare meeting rooms and arrange necessary equipment and refreshments
• Compile and distribute meeting materials and agendas
• Take and distribute meeting minutes and track action items
• Assist with basic travel arrangements for team members

Document Processing

• Create, format, and edit standard documents, presentations, and spreadsheets
• Maintain templates and ensure consistent formatting across department documents
• Assist with data entry and basic database management
• Process routine reports and assist with basic data compilation

Office Management

• Monitor and maintain office supplies inventory
• Coordinate with facilities management regarding office maintenance issues
• Assist with onboarding logistics for new team members
• Support departmental events and activities

Departmental Support

• Assist team members with administrative tasks as assigned
• Serve as a liaison between the department and other internal teams
• Process basic expense reports and track departmental expenditures
• Support basic project coordination activities

Skills

• Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• Basic understanding of document management systems

• Familiarity with office equipment (printers, scanners, phone systems)

• Basic data entry and database navigation capabilities

• Ability to learn new software applications as required

• Soft Skills

• Strong organizational abilities

• Effective written and verbal communication

• Attention to detail and accuracy

• Basic problem-solving capabilities

• Professional demeanor and customer service orientation

• Ability to prioritize tasks and manage time effectively

• Reliability and dependability

• Team-oriented mindset and collaborative approach

Knowledge and Experience:

• 1-2 years of administrative or office support experience
• Basic understanding of business operations and administrative procedures
• Familiarity with general office protocols and etiquette
• Experience with handling confidential information appropriately
• Basic knowledge of clinical research terminology preferred but not required
• Experience in a healthcare or scientific setting is beneficial

Education

• High school diploma or equivalent required
• Associate's degree in business administration or related field preferred
• Basic training in office management or administrative procedures a plus