Administrative Assistant

Job Description

Summary

Interfacing with all levels of management across departments and locations, internal and external customers, and clients, the Administrative Assistant (AA) supports the Administrative Lead (AL), Sr. Administrative Assistant (SAA) and site leadership in the execution of their responsibilities. The AA also provides administrative support to assigned Department Directors (DIRs) and members of the Operational Leadership Team (OLT).

Essential Functions

• Work in conjunction with the AL and SAA to plan and coordinate site meetings and social events/functions, employing other Social Committee members to distribute various aspects of the events. This may include travel arrangements, catering, reservations, and time/space planning.
• Meetings support, including overseeing scheduling, catering, audio visual set-up, and room set-up for collaboration meetings
• Record, disseminate and retain minutes, action logs and other documents of record
• Prioritize conflicting needs, handle matters expeditiously, proactively and follow through on projects to successful completion, often with deadline pressures
• Make reservations for travel to include airline, hotel, and ground transportation (Concur training provided)
• Timely preparation of expense reports relative to travel and events planning
• Professional representation of Alkermes Inc. to both internal and external customers and clients
• Manage office reservations for visiting executives (OfficeSpace training provided)
• Manage files (digital and/or hardcopy) for memos, reports, and other confidential material.
• Coordinate internal announcements monitor/signage messaging as directed.
• Assist HR with employee engagement and communication; serve as back-up to HR Coordinator as needed.
• Order office supplies and keep supply closets organized; keep mail center clean, stocked and organized.
• Other administrative duties as assigned.

Competencies

• Expert knowledge of MS Office, including Word, Excel, PowerPoint, Outlook, and Teams; experience with SharePoint and Smartsheet is helpful; ability to learn and adapt to evolving technologies.
• Maintain a can-do attitude, with the ability to autonomously problem-solve yet request support when needed
• Ability to work under pressure while remaining flexible, proactive, resourceful and efficient
• Excellent written and verbal communication skills; strong organization skills and attention to detail
• Ability to interact positively with all levels of staff in a fast-paced environment
• Ability to work within a team and be seen as a "go to" person; ability to proactively anticipate needs
• Ability to maintain highest degree of confidentiality and discretion
• Ability to prioritize and manage multiple projects

Required Education and Experience

• Associate degree in a related field
• Two years experience as an administrative assistant in a professional office

Preferred Education and Experience

• Bachelor's degree Business Administration, Management or closely related field
• Four years administrative assistant experience supporting a team of executives

Working Conditions

• May require overtime hours including occasional night and weekend hours.
• May require use of own vehicle for business errands.
• Open office environment.

Physical Requirements

• While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, reach, stoop, kneel, use hands and fingers to operate a computer, telephone, and keyboard and lift up to 25 lbs.
• Specific vision abilities required by this job include close vision requirements due to computer work.

About Us

Why join Team Alkermes?

Alkermes applies its deep neuroscience expertise to develop medicines designed to help people living with complex and difficult-to-treat psychiatric and neurological disorders. A fully-integrated, global biopharmaceutical company, headquartered in Ireland with U.S. locations in Massachusetts and Ohio, we are committed to pursuing great science, driven by deep compassion to make a real impact in the lives of patients. Alkermes has a portfolio of proprietary commercial products for the treatment of alcohol dependence, opioid dependence, schizophrenia and bipolar I disorder, and a pipeline of clinical and preclinical candidates in development for various neurological disorders, including narcolepsy.

Beyond our important mission of developing medicines to address unmet patient needs, we actively seek to foster a culture of diversity, inclusion and belonging throughout our business. We strive to ensure that all voices are respected and valued, recognizing that our diversity of thought, background and perspective makes us stronger. We are proud to have been recognized as an employer of choice by many national organizations, including being certified as a Great Place to Work in the U.S. in 2024, honored as a Healthiest Employer in both Ohio and Massachusetts in 2023, a Best Place for Working Parents in 2023, and to have received the Bell Seal at the Platinum level for Workplace Mental Health by Mental Health America for three consecutive years .

Alkermes, Inc. is an equal employment opportunity employer and does not discriminate against any qualified applicant or employee because of race, creed, color, age, national origin, ancestry, religion, gender, sexual orientation, gender expression and identity, disability, genetic information, veteran status, military status, application for military service or any other characteristic protected by local, state or federal law. Alkermes also complies with all work authorization and employment eligibility verification requirements of the Immigration and Nationality Act and IRCA. Alkermes is an E-Verify employer.