Administrative Assistant/Project Coordinator

• thinking and acting proactively on behalf of the executives and their teams to ensure the smooth running of projects and day to-day activities as well as the overall functioning of their office,
• the ability to think ahead and anticipate and resolve problems before they occur,
• Resolve issues independently and proactively,
• Represent the executive and/or their teams externally with a high degree of professionalism, and
• have the ability to multi-task and as such, be able to prioritize highly diverse, time sensitive and often complex projects, activities and tasks with minimal supervision.

• Serve as project coordinator for key projects scoping Cell Therapy Operations.
• This includes:
• Managing logistics related to project timeline
• Supporting development of meeting materials and PowerPoint presentations
• Generating/collecting project-related data and organizing effectively to enable analysis by project team
• Identify reporting needs and generate project-related metric and trend reports on a periodic basis to support team (i.e., Quality Council, Value Stream LT)
• Proactively monitor project timeline to assist coordination of activities that help prepare project team to achieve key milestones
• Maintaining and reconciling project budget and expenses
• Leverage administrative support across our organizations to work as an integrated team and raise the bar for all our administrative staff
• Addresses correspondence, manages calendars, schedules meetings, conferences, and events, makes travel arrangements, maintains accurate departmental records, and on-boards & off-boards contractors and employees.
• Proactively looks ahead at schedules, events, and needs of manager/team, anticipates conflicts, problems and issues, and takes appropriate steps to produce desired outcomes.
• Responsible for departmental status reporting and updating of various SharePoint sites and other tracking documents.
• Prioritizes activities and takes prompt action based on an understanding of departmental objectives and business needs.
• Ensure manager’s preparedness for meetings (e.g., assemble meeting materials & pre-reads)
• Prioritize and complete support requests in a timely manner (i.e. issues with IT, systems, facilities, etc.)
• Independently researches more complex inquiries and responds or escalates inquiry, recommending solutions as appropriate.
• Maintains professional and technical knowledge by remaining current with Client continuous learning modules.

• Need High School diploma or Associate or Bachelor degree.
• 8 years administrative, project coordinator or comparable experience; prior Client and Executive Associate Experience preferred.
• Advanced proficiency with Microsoft Suite (Outlook, Word, Excel, Power Point). Knowledge of Client Systems and Processes preferred.
• Has strong organizational skills, pays close attention to detail and follow-up, and properly balances priorities and resources.
• Previous experience contributing to or managing administrative projects from the point of inception to completion, including those that require multiple skills.
• Ability to manage multiple projects and competing priorities.
• Maintains a positive attitude, a high level of productivity, and is adaptable to change.
• Demonstrates ability to prioritize, pro-actively work independently and collaboratively with other administrative assistants/external partners, across organizational levels, functions, and supports business needs across different time-zones and during periods of heavy workload.
• Ability to multi-task and adapt quickly to competing priorities while remaining focused.
• Ability to work effectively under pressure to meet deadlines.
• Successful candidate must be able to learn new tools and systems in an ever-evolving environment.
• Exhibits a positive work attitude, and high productivity.
• Proven track record of collaboration with other administrative assistants in order to ensure business needs/goals are met.

Sunrise Systems