Job Openings

Administrative and Operations Assistant

Job ID: BH495779

Category: Executive Assistant, Administrative Assistant

Specialty: Administrative

Administrative & Operations Assistant

Contract Duration: 10-12 months

Job Location: NYC

Hours: 40

Company Information, Industry, Size: Healthcare

Interview Process: Virtual

Must Haves:

  • MS office


  • Facilities management experience

Job Summary/Description:

Administrative Support:
?    Provide daily administrative support to the Vice President, Translational Biology, and a team of scientific executives.
?    Effectively manage the VP’s calendar with good judgement, discretion and follow-through. 
?    Schedule internal and external meetings across multiple time zones, address meeting requests and resolve calendar conflicts in a timely manner.
?    Collaborate with other members of the Administrative and Operations Team in coordination of calendars, events, catering and back-up coverage. 
?    Coordinate domestic and global travel, including flights, trains, ground transportation and accommodations. Ensure all trip details appear accurately and concisely on calendars.
?    Track receipts and prepare expense reports on behalf of the VP for reimbursement.
?    Initiate requests for and monitor progress of purchase orders and contract reviews.
?    Work closely with IT team to ensure accessibility and functionality of technology equipment.
?    Cultivate internal and external relationships on behalf of the Vice President and NYC team.
?    Exhibit a welcoming, professional demeanor and maintain confidentiality of projects and data.

Operations Support:
?    Assist the Facilities Management Team with operational day-to-day activities of the New York City office, located in the Alexandria Life Science Center in Mid-town East/Kips Bay. 
?    Assist the Manager of Facilities with logistics for onsite meetings and events. 
?    Serve as an onsite liaison to the property’s management company; coordinate office repairs and maintenance requests.
?    Maintain, order, and replenish office supplies and pantry stock. Maintain general upkeep of kitchen and other common areas.
?    Order and track shipments of lab supplies (does not require lab/science experience).
?    Retrieve and distribute incoming mail and prepare outgoing packages.
?    Work closely with IT team to ensure accessibility and functionality of technology equipment.
?    Provide front desk/lobby presence as needed.
?    Assist with additional office projects as needed.

What you bring:
?    Strong organization, interpersonal and customer-service skills; resourcefulness to resolve problems proactively using professional judgment; and a desire to do what is necessary to meet the needs of the teams
?    Proficient working knowing of Microsoft applications (Word, Excel, SharePoint, Teams); exceptional skills utilizing Outlook, Zoom and Slack; ability to learn new technology for processes and procedures. 
?    Ability to troubleshoot basic technology that executives use to do their jobs
?    A “roll up your sleeves” willingness to perform a wide range of office duties, with flexibility to adjust to an active business environment
?    Excellent organizational and time management skills
?    Ability to organize workflow, prioritize tasks and work autonomously 
?    Ability to work effectively and courteously with a diverse group of internal and external professionals
?    A positive “can do” attitude and team player mentality throughout interactions with staff, vendors and candidates

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Temp/Contract

Location: New York, New York