Administrative Assistant

Company Overview

EMMA International is a global leader in management consulting services. We focus on quality, regulatory, and compliance services for the Biotechnology, Pharmaceuticals, and Medical Device industries.

Position Summary

This position will support all daily business administrative and coordination responsibilities for the management team, including calendar management, preparation of reports and presentations, management and submission of various lists and reports, arranging meetings, tracking expenses and arranging travel, and performing special projects as required.

Essential Duties

• Manage the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
• Manage the management team’s calendar.
• Arrange and coordinate travel for CEO and assist with travel for other team members as needed.
• Responsible for office management including keeping the office and conference rooms clean, ensuring kitchen & break areas are stocked with supplies, opening the office in the morning, ordering and maintaining office supplies, etc.
• Employee relationship engagement
• Liaison between clients, candidates and contractor workers
• Maintain confidentiality in all aspects of client, staff, and agency information.
• Work directly with the Director of Technical Operations to maintain the status of marketing materials. Will also be responsible for mass mailing initiatives. This includes management of firm Social Media, public image, various organizational memberships, etc.
• Submit and reconcile expense reports.
• Coordinate travel & expense logistics for team members & other project contractors. This position works directly with both the Business Development & Technical Operations functions to support this initiative.
• Assist in training team members and new hires. This includes preparation of new hire documentation, supplies, and coordinating schedules.
• Maintain contact lists.
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Produce and distribute correspondence memos, letters, faxes and forms.
• Assist in the preparation of regularly scheduled reports.
• Negotiate the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
• Responsible for taking all meeting notes.
• Participate as needed in special departmental projects.
• Maintain office vendor list, including portal login details & contact information.
• Have other duties as assigned.

Qualifications

• Good oral and written communication skills
• Knowledge of Microsoft Office suite
• This is not an exhaustive list of qualifications

Education

Associates in Administrative, business, or comparable is preferred but not required.

Working Conditions

• The work will be performed in an office environment.
• Minimal physical effort will be required in this position.
• Work days: Monday – Friday, 8 a.m. – 5:00 p.m.