Essential Functions

• Provides administrative and secretarial support to the Vice President, Directors, and others on occasion or as required. Maintains confidential and/or technical files and oversees the executives filing system to assure integrity.
• Manages SharePoint for their respective department.
• Prepares expense reports, purchase orders, initiates payment for invoices, P-Card purchases. Processes supply orders and purchase orders.
• Supports the work of committee(s) of the institute, including the maintenance of records, compiling data, and coordinating with external 3rd parties on recordkeeping.
• Provides assistance with planning, budgeting, and forecasting functions. Submission of budgets and monthly reports.
• Supports facilities planning efforts. Coordinates new hires' seating with the Space Committee and management team.
• Coordinates client visits and interacts with clients and visitors. Provides support during these visits. May assist with internal and external audits and inspections.
• Researches, compiles, assimilates, prepares, and/or modifies a broad scope of confidential, sensitive and complex documents, correspondence and situations. Briefs executives on contents and/or results.
• Generates timely and accurate reports to management and regulatory agencies; provides computer downloads and ad hoc reports as requested.
• If needed, prepares and maintains contracts, lease agreements, tax credit applications, lobbying reports, bond documents, and other state and local government-required documentation. Aids with or coordinates archiving.
• Manages all administrative activities including the following: Assists with travel and meeting arrangements and keeps the calendar for the assigned staff members including vice presidents and directors, as needed.
• Plans, coordinates, and schedules meetings and functional activities like Presentations, Holiday parties, Town Halls, etc.
• May also support business operations in CAIRA and CMT Admin Support, BSAT/DPR coordination, Controlled Substances Requirements/Permits/Registrations, IACUC Document coordination, GLP Project Schedule, and GLP/NTP filing, past due SOP coordination.

Success Factors

• Excellent interpersonal, communication (oral and written), organizational and time management skills.
• Exhibits highest degree of professionalism and sensitivity with all subject matter.
• Demonstrated proficiency in the use of Microsoft Office products. Ability to learn new software/systems.
• Ability to understand and interpret basic financial and operational information to provide assistance with planning, budgeting and forecasting functions.
• Ability to plan, assess priorities, and meet objectives, strong problem-solving aptitude.
• Ability to work independently or with a team, disseminating information effectively across organizational lines.
• Fundamental understanding of contract research business.
• Ability to handle multiple tasks simultaneously and shift priorities effectively.

Minimum Qualifications

• High School diploma, general education degree (GED), or equivalent with advanced courses at a community college.
• 7 years related experience and/or training as an executive assistant, or in a research or academic business environment.
• High level of proficiency in Microsoft Office suite of products and computer applications

Preferred Qualifications

• Bachelor's degree (B.A./B.S.) in business or related field and three years related executive administrative experience in a business environment.

Certain roles, depending on the nature of the job or work assignment requires adherence to specific safety measures, including up-to-date vaccinations. This requirement aligns with both our operational needs and the expectations of our clients. Employees must furnish proof of such vaccinations before commencing their duties. Should an individual be unable to meet this vaccination criterion due to a legitimate medical condition, disability, pregnancy, or religious belief, we offer the option to apply for a reasonable accommodation in line with applicable laws. Inquiries or requests for accommodations should be directed to accessibility@mriglobal.org, ensuring a prompt and considerate resolution process. It's important to note that failure to comply with a vaccination-required role or to secure an approved accommodation may affect one's employment status with our organization.