Sr. Administrative Assistant

Reporting to the Head of Analytical and Quality Control (AQC), the Senior Administrative Assistant provides administrative support to the AQC leaders in a fast-paced environment. The primary accountability is to ensure the needs of the function leaders and the department are prioritized, organized and executed in order to maximize their productivity. This is accomplished by coordinating the support of the various leaders, as well as routine departmental support as requested. Daily items for assigned personnel include calendar management, scheduling of meetings, phone support, expense reports, travel arrangements, word processing of documents, development of presentation slides, tracking/processing of purchasing requests (proposals, POs, accruals), and any other departmental support tasks as assigned. The Senior Administrative Assistant is also responsible for scheduling interviews for candidates across the research organization.

The incumbent must be flexible, a team player, and is expected to have the judgment necessary to prioritize conflicting goals, keeping everyone aware of the conflicts and communicating effectively with the organizations being supported. S/He will demonstrate leadership and strong collaboration with administrative colleagues within the organization.

It is also expected that this role will exercise sound judgment and discretion and maintain the strictest confidentiality as s/he will be exposed to sensitive information.

May be required to manage projects for the departments.

Responsibilities

% of Time

Job Function and Description

30%
Maintains a complex and changeable calendar including arranging meetings (all logistical details, catering, technology, etc.),

10%
Schedule interview meetings for candidates across the research organization and help manage the candidate interviewing experience.

10%
Schedule international and domestic travel and prepares itineraries for leadership

10%
Present a professional and welcoming presence, representing the team and handling communications with internal and external customers and partners such as working with recruiting to help arrange interviews for the team

10%
Prepares expense reports

10%
Prepare routine and non-routine correspondence, memoranda, reports, spreadsheets and presentations. Contacts company employees at all organizational levels to gather information.

15%
Supports leadership on setting up POs and tracking invoices

5%
Handles special projects as requested
Education and Experience Requirements

• High School diploma, or equivalent
• Bachelor’s degree preferred
• Generally has 5 years of advanced administrative experience in a professional environment
• Experience in the Biopharma industry helpful

Key Skills, Abilities, and Competencies

• Present in a professional manner at all times; be detail-oriented, thorough and accurate, be customer and employee focused, demonstrate resiliency and high productivity in a fast-paced environment required.
• Excellent verbal and written communication skills are required to properly draft and edit meeting agendas, correspondence and presentations and interface with senior leaders required.
• Demonstrated team player with sense of urgency and a record of proactively taking initiative as appropriate.
• Discretion is required as position handles confidential matters.
• Strong computer skills and experience in productivity and portal technology systems to effectively handle Microsoft Office, Sharepoint, Concur and expense reporting processes required.
• Word: Forms, Mail Merge, Index and Tables
• Excel: Forms, Formulas, Functions, Pivot Tables, Graphs
• PowerPoint: Graphics, Animation
• Experience making international and domestic travel arrangements, and coordinating on/offsite meetings are required.
• Ability to maintain confidentiality
• Ability to use a personal computer to
• Ability to operate general office equipment
• Knowledge of proper English usage, grammar, vocabulary, spelling

Complexity and Problem Solving
Describe the decisions made by the incumbents on a regular basis. Include decisions within the Incumbent’s authority to make as well as those decisions that must be referred to a higher level.

• Works on assignments that are complex in nature where considerable judgment and initiative are required in resolving problems and making recommendations.

Internal and External Contacts
Research leaders and employees
Administrative Assistants
External vendors

Other Job Requirements

• Ability to hear and speak to employees/management and outside business associates on the phone and in person
• Ability to sit for long hours at a time
• Ability to see the letters and numbers on a personal computer screen and on memoranda, reports and other documents (near vision)
• Requires moderate right and left hand coordination for the use of the personal computer
• Ability to maintain a professional image / demeanor

Please be aware that Spark mandates COVID-19 vaccination of all employees regardless of work location. Accommodations may be made in accordance with applicable law.

Spark Therapeutics does not accept unsolicited resumes/candidate profiles from any source other than directly from candidates. Any unsolicited resume/candidate profile submitted through our website or to personal email accounts of employees of Spark Therapeutics are considered property of Spark Therapeutics and are not subject to payment of agency fees.

Nearest Major Market: Philadelphia

Join the Spark Team

We were born of innovation, springing from the curiosity, imagination and dedication of remarkable scientists and healthcare visionaries. Our shared mission is to challenge the inevitability of genetic disease by discovering, developing, and delivering treatments in ways unimaginable - until now.

We don't follow footsteps. We create the path.

Learn more about Spark Therapeutics and view other openings.