Administrative Assistant.
Spectraforce
Seattle, Washington
20 days ago
Job Description
Job Title: Administrative Assistant
Location: Seattle-Dexter, WA, 98109
Schedule: Normal Business Hours
Duration: 12 Months
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's 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's 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's and Administrative Assistant experience or Project Coordinator experience preferred
• Must be highly proficient in various client's 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.
Around the world, we are passionate about making an impact on the lives of patients with serious diseases. Empowered to apply our individual talents and diverse perspectives in an inclusive culture, our shared values of passion, innovation, urgency, accountability, inclusion and integrity bring out the highest potential of each of our colleagues.
About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com
Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.
Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation.
California Applicant Notice: SPECTRAFORCE is committed to complying with the California Privacy Rights Act (“CPRA”) effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAHR@spectraforce.com.
LA County, CA Applicant Notice: If you are selected for this position with SPECTRAFORCE, your offer is contingent upon the satisfactory completion of several requirements, including but not limited to, a criminal background check. We consider qualified applicants with arrest or conviction records for employment in accordance with all local ordinances and state laws, including the Los Angeles County Fair Chance Ordinance for Employers (FCO) and the California Fair Chance Act (FCA). The background check assessment will consider whether a criminal history could reasonably have a direct, adverse impact on the job-related safety, security, trust, regulatory compliance, or suitability for this role. Such findings may result in withdrawal of a conditional job offer.
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $28.74/hr.
Location: Seattle-Dexter, WA, 98109
Schedule: Normal Business Hours
Duration: 12 Months
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's 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's 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's and Administrative Assistant experience or Project Coordinator experience preferred
• Must be highly proficient in various client's 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.
Around the world, we are passionate about making an impact on the lives of patients with serious diseases. Empowered to apply our individual talents and diverse perspectives in an inclusive culture, our shared values of passion, innovation, urgency, accountability, inclusion and integrity bring out the highest potential of each of our colleagues.
About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com
Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.
Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation.
California Applicant Notice: SPECTRAFORCE is committed to complying with the California Privacy Rights Act (“CPRA”) effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAHR@spectraforce.com.
LA County, CA Applicant Notice: If you are selected for this position with SPECTRAFORCE, your offer is contingent upon the satisfactory completion of several requirements, including but not limited to, a criminal background check. We consider qualified applicants with arrest or conviction records for employment in accordance with all local ordinances and state laws, including the Los Angeles County Fair Chance Ordinance for Employers (FCO) and the California Fair Chance Act (FCA). The background check assessment will consider whether a criminal history could reasonably have a direct, adverse impact on the job-related safety, security, trust, regulatory compliance, or suitability for this role. Such findings may result in withdrawal of a conditional job offer.
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $28.74/hr.