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Administrative Assistant

Boca Raton, FL 33487

Posted: 03/21/2024 Employment Type: Contract Job Category: Administrative Job Number: 603364 Is job remote?: No Country: United States

Job Description


State the general nature and most important job aspects
This position is responsible for providing specialized administrative support to relieve and assist executives, management and staff of moderately complex details and administrative duties with general supervision required. Exercises considerable discretion with information, which may be confidential.  Solves problems requiring extensive knowledge and experience.

List current duties and responsibilities
1    Maintains calendar(s), scheduling meetings and appointments.  Arranges meetings, travel and/or hotel accommodations as needed for department staff.  
2    Maintains departmental records and prepares special and recurring reports, following minimal directions.  Establishes, maintains and revises department file systems.  Drafts written responses, replies by phone or email when appropriate.  Types and/or updates general correspondence, memoranda, charts, tables and graphs.
3    Coordinates activities between departments and outside parties including meetings and award celebrations.  Contacts company employees’ at all organizational levels to gather information and prepare reports.
4    May screen telephone calls for directing to the proper office.  Provides information to callers as appropriate requiring detailed knowledge of area of responsibility and general knowledge of company policies, practices and operations.  May review mail directed to manager(s).  Composes responses to routine inquiries, and determines which items can be delegated to subordinate managers, and forwards appropriate items to manager.
5    Processes requests for per diem cards for infrequent travelers from Plasma Operations managers.  Receives and tracks requests, confirms appropriate data is provided, processes and sends cards on a timely basis, and regularly reports any concerns to supervisor.   
6    Supports financial administration processes for managers including generating purchase orders, receiving and processing invoices, tracking payment status, investigating payment delays, and creating/processing minor capital requests.  
7    Obtains, compiles, and files all relevant center renovation project documents including AIA contracts, insurance certificates, notices of commencement, permits, certificates of occupancy, letters of completion, lien releases, etc. Maintains Company Intranet with any changes to center floorplans.  
8    Other job-related duties as assigned. Handles special projects specific to the department(s) supported which may require research and minor data analysis tasks.

Provide minimum hiring requirements, specialized knowledge, and other considerations required
Education    •    High School Diploma/GED required
•    Associates Degree in business or office administration preferred
Experience    •    Minimum four years work experience required
Competencies    •    Strong attention to details, accuracy of work, and timelines required
•    Effective written and verbal communication, interpersonal, and presentation skills
•    Strong organizational skills to handle multiple priorities
•    Exercise independent judgment with proven ability to work in a fast paced, dynamic environment 
•    Excellent customer service orientation with flexibility and adaptability to work as a member of the team and respond quickly to changes as required by the business operations
•    Develop a good rapport and successfully work with and support various levels of individuals, employees, circumstances and levels of positions within the organization 
•    Maintain a professional demeanor and handle confidential information with discretion
•    Proficient in Word, Excel, PowerPoint and e-mail applications 
Working Conditions
(physical & mental requirements)    •    Typical office environment
•    Understands, remembers and communicates routine, factual information Ability to make decisions which have moderate impact on immediate work unit
•    Makes decisions in accordance with established policies and procedures
•    Exercised good judgment to refer decisions to managers when decisions fall out of established guidelines
•    Sitting up to 6 hours 
•    Ability to lift or carry up to 25 lbs.
•    Overtime and working extended hours may be required
•    Fast paced environment with frequent interruptions

Note: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, disability, veteran status, national origin or other legally protected classifications.
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Although this hasn't been an issue at Planet Pharma, the staffing industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly and never provide banking information during the application process. Candidate safety is a top priority at Planet Pharma.

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