Administrative Assistant - Madison, United States - Disability Solutions

Description

Summary

The Administrative Associate position provides administrative support to the GBDS DS & Heme Biostatistics team.

The Executive Associate will perform highly diverse administrative and project-focused duties, which by nature of the position may involve high level contacts and exposure to confidential material necessitating the use of tact, diplomacy, discretion and judgment.

The candidate must have proven skills in prioritizing and multi-tasking, as well as the ability to remain poised and focused in a fast-paced working environment.

This role is 100% on-site 5 days a week

Responsibilities

Ability to support multiple individuals at the same time, manage priorities and deliver with appropriate timelines

Demonstrate strong interpersonal skills and diplomacy in all levels of management.

Work with minimal supervision, have strong initiative and follow-up with focus on details.

Manage calendars as well as timely scheduling to ensure meetings are prioritized and occur with appropriate timelines.

Maintain and organize office operations and procedures such as filing system, expense reports, requisition of supplies, and other administration services.

Prioritizes activities and takes prompt action based on an understanding of departmental objectives and business needs.

Adhere to T&E policies, including booking travel and monthly reconciliation of business expenses.

Ensure manager's preparedness for meetings e.g. assemble meeting materials, assist with PowerPoint presentations & pre-reads).

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

Proactive management of high profile internal & external events.

Qualifications

High School degree, some college or degree desirable.

8 years administrative or comparable experience, prior BMS and Executive Associate Experience desirable.

Proficient with Microsoft Suite (Outlook, Word, Excel, PowerPoint) and with digital communication tools (Microsoft Teams, Zoom, Webex, etc).

Knowledge of BMS systems and processes strongly desired (for example: Concur Travel and T&E, Ariba/SAP, Sharepoint, eSetup, Workday, Room scheduler).

Has strong organizational skills, pays close attention to detail and follow-up, and properly balances priorities and resources.

Maintains a positive attitude, a high level of productivity, and is adaptable to change.

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.

Ability to multi-task and adapt quickly to competing priorities while remaining focused.

Ability to work effectively under pressure to meet deadlines.