Administrative

Job Description: Job Title: Administrative Assistant
Location: Seattle-Dexter
Schedule: Normal Business Hours
Hybrid- This position will be expected to be on-site a minimum of 50% of the time but additional days may be required depending on on-site meetings and events.

Top Skills:

• At least 7 years administrative or comparable experience.

• Must be highly proficient in various Client systems (or willing to learn rapidly) (Concur Travel/T&E, MS Teams, SAP, Conf Room Scheduling, WorkDay, and Sharepoint) and other office tools (Office365, Calendar, Outlook and audio/ video conferencing).

• Detail oriented with excellent oral and written communication skills. Adapts easily to new learning situations, can establish priorities, is very proactive, reliable and accountable, and works with minimal supervision.

Position Summary:
Position requires mastery of the executive associate function, including projection of a strong presence internally and externally with a high level of professionalism. Candidate will perform highly diverse administrative duties, which involve senior level contacts and exposure to sensitive information requiring confidentiality, discretion, and good judgment, as well as the highest level of core behaviors.

Key Responsibilities and Major Duties:

• Perform highly diverse, and often time-sensitive, complex administrative functions, projects, and tasks. Support up to 4 Executive Director level area heads in Cell Therapy Development and Operations.

• Addresses correspondence, manages calendars, schedules meetings, conferences, and events, makes domestic and international travel arrangements, maintains accurate departmental records, and on-boards & off-boards contractors and employees.

• Support onsite meetings including ordering, setting up and cleaning up catering. May also include placing catering orders at other locations and arranging for onsite support.

• Has strong organizational skills, pays close attention to detail and follow-up, and properly balances priorities and resources. Manages, coordinates and organizes high level department meetings, townhalls, including coordinating content and logistics

• Maintains a positive attitude and sense of humor, a high level of productivity, and is adaptable to change. Proactively looks ahead at schedules, events, and needs of manager/team, anticipates conflicts, problems and issues, and takes appropriate steps to produce desired outcomes with minimum assistance from supervisor.

• Interface in a professional manner with senior executives and matrix team members, handle confidential information with discretion and demonstrate diplomacy and excellent judgment in dealing with sensitive situations.

• Anticipate key issues and implement action plans based on changing priorities and commitments.

• Prioritizes activities and acts based on an understanding of departmental objectives and business needs.

• Maintains professional and technical knowledge by remaining current with Client continuous learning modules.

• Proficiency with MS Office Suite, SharePoint and strong learning agility to keep up with tools

Qualifications:

• High School degree required, some college or degree desirable

• At least 7 years administrative or comparable experience. Prior Client and Administrative Assistant experience or Project Coordinator experience preferred

• Must be highly proficient in various Client systems (or willing to learn rapidly) (Concur Travel/T&E, MS Teams, SAP, Conf Room Scheduling, WorkDay, and Sharepoint) and other office tools (Office365, Calendar, Outlook and audio/ video conferencing).

• Highly motivated, independent thinker with proven problem solving and analytical skills. Ability to utilize technology effectively to support strategic initiatives and/or processes

• Ability to interact with colleagues at all levels of the organization.

• Detail oriented with excellent oral and written communication skills. Adapts easily to new learning situations, can establish priorities, is very proactive, reliable and accountable, and works with minimal supervision.

• A collaborative team player who effectively builds relationships with team and other departments and can work independently.

• Demonstrates ability to prioritize, pro-actively work independently and collaboratively with other administrative assistants/external partners, across organizational levels, functions, and supports business needs across different time zones and during periods of heavy workload.

• Exhibits a positive work attitude, high productivity and a collaborative approach with other employees across a matrix and international environment.

• The expectation of all administrative assistants within the Cell Therapy Development & Operations team is that of true collaboration and partnership to ensure business needs/goals are met. Also required to provide back-up support as needed to cover planned vacations as well as unplanned absences

• This position will report into the Executive Associate II supporting the Vice President of Cell Therapy Development.

• This position will be expected to be on-site a minimum of 50% of the time but additional days may be required depending on on-site meetings and events.

EEO:

"Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of - Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans."