Senior Administrative Assistant - Clinical Development Operations

Job Description
This role provides dedicated executive administrative support to the Vice President of Clinical Development Operations (approximately 50% of capacity) and flexible support across the broader Clinical Development Operations function (approximately 50%). The broader remit includes partnering with the administrative team, supporting function-wide communications, and coordinating meetings and events. Responsibilities also include answering phones, managing calendars and correspondence, arranging domestic and international travel, processing expense reports and billing, scheduling couriers, preparing and revising business documents and presentations, coordinating teleconferences, compiling meeting materials, and other related administrative activities.
Responsibilities
Provides advanced administrative support to the Vice President of Clinical Development Operations as the primary executive assignment, while flexibly supporting the broader administrative team and Clinical Development Operations priorities based on business needs.
Coordinates and maintains departmental files, as assigned, in compliance with corporate and legal guidelines.
Follows company purchasing and other established procedures.
Uses intermediate to advanced software skills to perform assigned work. Uses and understands Microsoft Office Suite and other business-specific software, including Corporate Travel website and other programs.
Coordinates new employee office setups and onboarding.
Professionally interacts with high level executives.
Consistently handles confidential or business-sensitive information.
Maintains and manages calendars, including meeting and travel scheduling and domestic and international travel arrangements.
Proactively identifies and resolves scheduling conflicts.
Uses approved artificial intelligence (AI) tools responsibly to streamline administrative processes, improve productivity and efficiency, and support high-quality work in accordance with company policies and confidentiality requirements.
Plans and coordinates Clinical Development Operations functional meetings and events, including leadership and function-wide forums, by managing logistics, venues, schedules, materials, technology, vendors and attendee communications to support effective execution.
This is an onsite opportunity in the Lake County area
Minimum 3 years of administrative assistant related experience. High School diploma or equivalent.
Experience providing support to a VP level or equivalent.
Intermediate to advanced knowledge of Microsoft Office Suite, Outlook, Adobe Acrobat, understanding of business processes and requirements.
Self-starter able to function at a high level with general instruction.
Builds strong relationships with peers and cross-functionally with partners outside of assigned group as necessary to enable effective and efficient Legal team operations.
Demonstrates a team-oriented, service-focused approach and the ability to balance dedicated executive support with changing priorities across the broader administrative team and Clinical Development Operations function.
Learns quickly and can change course quickly when needed.
Open to suggestions and innovation for improvement.
Professional demeanor and ability to maintain confidentiality.

Employment type
Full-time

Work arrangement
Hybrid