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Administrative Assistant - United States  

Bavarian Nordic (company)


Posted on : 08 June 2017

Project Description

Position Summary
This position is responsible for providing administrative, clerical and general office support to Finance/HR and Executive staff.

Responsibilities include, but are not limited to:
  • Providing administrative support: screening incoming phone calls, typing correspondence, sending mail/email/faxes, sorting mail, making needed copies, filing, maintaining calendar(s), coordinating meetings and  interview schedules, completing expense reimbursement reports and arranging travel for staff  
  • Providing general reception services 
  • Sorts and distributes interdepartmental and US mail daily 
  • Manages all mail systems, which includes metering and providing stamps. Maintains the stamp metering machine and vendor relations 
  • Order, stocks, and maintains kitchen/break room areas, which include maintaining supplies and cleaning up kitchen/break room areas; maintains supply vendor relations 
  • Orders, stocks, maintains and ensures office supplies are kept in an orderly manner; maintains supply vendor relations 
  • Runs miscellaneous errands as directed 
  • Assists in preparing mail, supplies, and other materials for shipment, which includes determining proper shipping container 
  • Orders company lunches 
  • Creates expense reimbursements and credit card reconciliations for staff 
  • Assist with the reconciliation of corporate credit cards, and other Financials as needed 
  • Preparing PowerPoint presentations, slide, booklets, etc. 
  • Help manage all aspects of on-site and off-site meetings including logistics, confidentiality agreements, honorarium requests, agenda preparation and if appropriate, attendee lodging and travel 
  • Assist with the reconciliation of insurance invoices for processing and billing 
  • Assist with the production of Clinical/Regulatory documentation as needed—copy and compilation 
  • Generate standard contracts & CDA’s using appropriate templates as needed 
  • Follow-up with appropriate parties to ensure timely review and signatures including coordinating legal review, if required 
  • Coordinating travel arrangements and schedules for events, speakers, consultants and other outside visitors as needed 
  • Other duties as assigned 

 Qualifications include:
  • Proficient use of computer word processing and spreadsheets, specifically Microsoft Word, Excel, and Power Point. 
  • Strong oral and written communication skills. 
  • Considerable judgment and initiative in resolving problems and making recommendations. 

 Requires a High School diploma or equivalent; college degree preferred.