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Administrative Assistant / Office Manager

Position Overview

The Administrative Assistant / Office Manager position, reporting to Prime’s Associate Director of Operations, provides a central and shared resource for administrative support to Prime’s SVP of Clinical, SVP Head of Regulatory Affairs and other leadership team members as needed. This role will manage calendar, expenses, travel, project support while also ensuring that the office is running smoothly and effectively. Our Admin Assistant will coordinate meetings and event set-up, organize company files and resources, and act as a resource for general questions on setting up contracts, vendors, payments, etc.

Responsibilities:

• Calendar & meeting management for leadership team: ensure appropriate time management (schedule prep time for important meetings, time to read emails, etc.); schedule and arrange meetings effectively
• Manage end-to-end expense reporting for select leadership team executives
• Coordinate travel plans including air, hotel, ground transportation and meal reservations for leadership team
• Provide logistical support, coordination and set up of company meetings, events, off-sites, etc. Assist the process from startup, arranging location and necessary equipment, prepare agenda and relevant information, take minutes and other relevant tasks
• Assist in preparation of key documents and presentation decks.
• Attend meetings and record minutes, tracking action items and following up on outstanding tasks.
• Provide backup support to our Associate Director, Operations, on board of directors support, organization, policy, facilities, and other areas.
• Perform general administrative support or projects, generally independently
• Perform Office management tasks such as ordering office supplies, ordering snacks and interfacing with vendors.Other duties as assigned

Requirements:

• 5+ years' experience in administrative support function in the biotech industry. Experience supporting a variety of departments and with executive level clients.
• Understands the importance of and applies discretion and confidentiality to all work activity
• Strong verbal and written communication skills; highly polished and articulate; strong relationship skills and a client-focused mindset
• Expert organizational skills with demonstrated attention to detail and a commitment to getting it right
• Able to thrive in a fast-paced environment; strong self-starter who brings a solutions mindset, great initiative and follow through. Should seek opportunities to contribute and help build a great company