Senior Admin to the CFO

Location
Bethesda, MD
Posted
Dec 01, 2021
Closes
Dec 16, 2021
Ref
230142202112
Function
Administrative, Other
Industry
Other
Hours
Full Time
Job Summary/Company: We are looking for a Senior Administrator to the CFO of a Rockville company that specializes in research/development in biomedical, health, environmental and technology fields.
Perform administrative tasks as requested, including:
  • Calendar & Meeting Administration: proactively and thoughtfully manage vice president's and directors' calendars and contacts in MS Outlook; schedule business-related meetings/conferences including web-based; coordinate availability with attendees; reserve conference rooms; verify and arrange for needed A/V equipment; organize food/catering arrangements; and proactively resolve meeting conflicts.
  • Travel Coordination: organize thoughtful and efficient business-related domestic and international travel and handle logistics of travel-related activities (flight, hotel and transportation)—including application for travel visas.
  • Business Expense Reporting: collect receipts, enter expenses into expense reporting system (Concur) and maintain documentation for submitted expenses in compliance with J&J company policies.
  • Procurement: Assist with preparation of contracts with outside consultants and vendors, submit purchase orders and/or check requisitions
  • Document Preparation & Maintenance: Draft correspondence, and/or memos as needed. Appropriately handle documents and matters of a highly confidential nature with discretion. Coordinate electronic file management of documents to ensure version control and organization of files (Microsoft Teams, SharePoint).
  • Demonstrate flexibility and the ability to independently handle and respond to multiple priorities and shifting demands while maintaining the sense of urgency and intensity that the office requires.
  • Proven ability to communicate effectively and articulately with all levels of the organization. Think analytically, exercise sound judgment and discretion- Assemble relevant data, compile statistics or information as directed.
  • Project Management: Track deliverables, due dates and ensure follow-up as needed on projects and assignments.
  • Master use of all technology associated with your support of the vice president's and directors' roles.
  • Proactively anticipate the needs of the vice president and directors you support. Ability to think ahead and plan short, medium and long term.
  • Able to handle a workload that may involve critical deadlines.
  • Demonstrate strong attention to detail and follow-through on all assigned tasks.
  • Build and maintain effective relationships and trusted partnerships with internal and external partners.
  • Develop in-depth knowledge of department objectives, policies and procedures. Acquire knowledge of department organizational structure.
  • Direct inquiries and ensure back-up coverage for the vice president and senior directors you support, when needed.

Qualifications

  • A minimum of a High School diploma is required; an Associate's degree or higher and/or CPS is preferred.
  • A minimum of 6 years of experience providing administrative support to multiple senior-level leaders (such as directors, vice presidents, executives) is required.
  • Expert level proficiency in Microsoft Office programs (Outlook, OneDrive, Word, Excel and PowerPoint) is required.
  • Ability to learn specialized computer software used for expense reporting, travel reservations, procurement and other applications
  • Prior experience with expense reporting is required.
  • Experience coordinating domestic and international travel, including flight, hotel and transportation, is required.
  • A technologically savvy problem solver is required.
  • Expertise in document preparation, redlining, and proofreading is required.
  • Demonstrated ability to maintain highly confidential information is required.
  • Strong organizational and time management skills, excellent attention to detail and the proven ability to prioritize work against critical deadlines in a dynamic, fast-paced, multicultural, global environment is required.
  • Must be a self-starter with strong interpersonal skills and ability to work independently in the absence of supervisors.
  • Ability to think analytically and to exercise both discretion and sound judgment are required.
  • Must be proactive and possess the ability to plan ahead and drive execution of tasks/projects.
  • Responsive, energetic, and enthusiastic customer focus is required. Ability to anticipate stakeholder needs without direct instruction and be proactive in addressing them is required.
  • Must be a strong team player with the ability to coordinate with other administrative staff.

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Qualified candidates should send their resume AND call Sparks Group for additional details. Please note, resume must include a valid email address in order to be considered. We look forward to discussing your background, your current job search, and your potential career path with Sparks Group!

Sparks Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, pregnancy, citizenship, family status, genetic information, disability, or protect veteran status.

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