Description
You’re driven, resourceful, and above all else - remarkably smart.
You love a good challenge. You are the first to roll up your sleeves and work with relentless energy until you solve the unsolvable, beat the unbeatable and you always come out on top. Passable doesn’t cut it – you’ve got fire in your belly to learn more, do more and be more. For you, the sweetest success is shared success and you’re known for your good nature. You’ll fit right in at Syneos Health where we surround ourselves with the most talented and agile professionals in the industry, but we check our egos at the door.
Responsibilities:
As the Administrative Assistant supporting designated team members within Consulting, you will coordinate a high volume of complex meeting and travel requests for the team in a timely and efficient manner. You will interact extensively with internal and external clients in a fast-paced and evolving environment, ensuring accurate and effective scheduling of appointments and completion of other administrative tasks. By working collaboratively with team members and tracking the status of assigned tasks, you will help ensure the team remains successful, results-oriented and completes goals on time. This position reports to the Director of Administration for Consulting.
Calendar Scheduling / Administrative Support:
• Schedule a high volume of complex internal and external meetings, conferences and professional engagements for designated consulting team; ensure the most efficient and effective use of their time while monitoring and preventing schedule conflicts
• Ensure calendar invitations for all meeting/appointment requests are created and sent out in a timely fashion, with technical accuracy and complete information including audio conference and Webex details
• Track, update and maintain weekly status of meeting requests (including cancellations and reschedules) to ensure maximum team productivity and results
• Print, bind and send via mail various documents, presentation materials and reports, as requested
• Assist team with other general administrative support requests, as needed
Travel Arrangements / Meeting Support:
• Coordinate all domestic and international travel arrangements end to end including air, hotel and car service according to Corporate policy requirements; anticipate and proactively handle last minute adjustments or changes
• Update calendars with travel itineraries and details, and block time as needed for travel and check-in time in advance of flights, meetings etc.
• Assist in planning and coordinating logistics for team meetings such as conference rooms, video or teleconference details, AV requirements, etc.
• Order catering items for team meetings; assist w/set-up and clean-up as needed
• Assist in ordering supplies for the team
Project Team Support/Process Workflow:
• Complete administrative tasks to support team initiatives, new hires, onboarding efforts, recurring internal business and operational meetings
• Support seamless process workflows in coordination with internal departments such as Talent Acquisition, HR, Legal, Finance, Business Technology, Procurement and Corporate Real Estate Services
• Coordinate vendor agreements, invoices and other internal team needs by following defined processes to submit documents and ticket requests in Service Now• Update and track project and team-related information using Excel, PowerPoint, SalesForce database, Microsoft Teams and other systems, on a recurring and ad-hoc basis
• Support other special projects that are assigned
Requirements: Along with demonstrated initiative, uncompromised integrity and a results-oriented mindset, the ideal candidate has:
Skills Required:
•A minimum of three years providing administrative support to management teams; demonstrated ability to handle a high volume of complex travel and meeting requests in a highly efficient and timely manner
•Experience working in a dynamic, fast-paced and always evolving environment, preferably in a worldwide clinical research, pharmaceutical or biotechnology company
•A minimum of a two year Associates Degree in Business Administration or equivalent related experience required.
•Proficient computer skills including Microsoft Office Applications, and SharePoint; experience utilizing Oracle expense system highly preferred
•Excellent communication (verbal and written) and interpersonal skills; superior customer service skills
•Experience working with and supporting international teams is required
•Attention to detail and strong organizational skills with the ability to prioritize, track and report on status of multiple administrative tasks simultaneously, and to meet frequent deadlines with demonstrable results
•The drive for self-development, the ability to collaborate, and an action-oriented work ethic
At Syneos Health, we are dedicated to building a diverse, inclusive and authentic workplace. If your past experience doesn’t align perfectly, we encourage you to apply anyway. At times, we will consider transferable skills from previous roles. We also encourage you to join our Talent Network to stay connected to additional career opportunities.
Why Syneos Health? Here, you’re a part of the big picture. You will collaborate with colleagues across clinical and commercial disciplines to guide premarket development through post-market commercial strategy. Every project is a chance to solve a new challenge, learn from your colleagues, and advance your career. The diversification and breadth of our new and existing partnerships create a multitude of career paths and employment opportunities. Join our game-changing, global company dedicated to creating better, smarter, faster ways to get biopharmaceutical therapies to patients. Experience the thrill of knowing that your everyday efforts are contributing to improving patients’ lives around the world.
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Syneos Health companies are affirmative action/equal opportunity employers (Minorities/Females/Veterans/Disabled)