Senior Administrative Assistant Job Description Biotechnology

Current job title: Senior Administrative Assistant

Industry: Biotechnology

Department: Development

Years worked in this industry: More than 6

Years worked in this department: More than 6

Special training or attributes needed or helpful to get job in this industry (or specific department): I believe my exceptional organizational and communication skills were an attribute. I've since earned the CPS/CAP ratings from the IAAP and the CCAM rating from ASMI.

Number of managers and/or staff supported: 1 Senior Vice President, 3 Senior Directors, and a department of approximately 185 personnel.

Typical work hours: 8:30AM-5:30PM, M-F

Weekends or overtime hours: Yes, but not very often.

General salary range (Note: This is a general figure or range provided by survey respondent and may NOT be an exact salary in order to give survey respondent some privacy. Also you must take into account that the number of years worked in industry/department may contribute to this salary as well as criteria such as level of position and person reports to, required hours and geographical location.): $35,000 - $65,000

Benefits (direct or indirect): Yes. For example, IVF is covered.

Lingo you might hear in this industry:

A typical day on the job: Hectic. Supporting such a large department, I am always kept on my toes.

Positive things about being an administrative professional in this industry: There are more than three, but the most important to me is education/exposure. I have learned a lot having worked here for the last 6+ years.

Negative things about being an administrative professional in this industry:

Type of workspace/office: cubicle

Primary responsibilities as an administrative professional in this position:

Day-to-day administrative operations:
Copying documents
Entering all departmental office supply orders
Accurately respond to email requests in a timely fashion
Faxing
accurately respond to fax requests in a timely fashion
receiving all confidential faxes from CA, PA, & MD facilities
Retrieving mail
Distribution of documents (interoffice and intradepartmental)
Coordinating candidate visits
creating schedule
scheduling/ordering lunch
reserving conference rooms
making flight/hotel arrangements
communicating information to candidate/internal participants
General filing
Laboratory Investigation Reports (OOS)
audit reports
Outside Communications Forms, etc.
Off-siting of inactive departmental records
Updating information in the Stability Protocol Database (Analytical Biochemistry)
Created database which houses pertinent information about members of the development department
Created an invoice log to track all incoming invoices
Created folder on Shared (E:\) drive which houses electronic versions of departmental documents
Scheduling:
Departmental and individual meetings/luncheons
Managing Senior Vice President’s calendar
Updating calendars for Senior Management
Coordinating travel for Senior Management
Documents:
Assist in the preparation of departmental presentations
Created and documented guidelines for effective administrative support
Seating: Negotiating space for new employees with the Facilities department
Updating Manuals: All departmental manuals as documents are received from Quality Assurance.
Researching approved/obsolete documents by using Electronic Data Management System (EDMS) system

Top thing(s) incumbent admin would require of job applicants seeking to be her/his position replacement: Exceptional organizational and communication skills (written and verbal); an exceptional knowledge of MS Office Suite; a working knowledge of computer technology.

Office machines or equipment operated regularly: Copier/scanner/fax, PC, phone.

Technology (hard) skills used regularly: Computer/Conferencing technology.

Critical soft skills: Communication and organizational. In this fast paced atmosphere, it very important to be able to communicate effectively with both external and internal individuals. Likewise, it is very important to be as organized as possible.

Pace of this position: Fast.

Geographical region: Northeast U.S.