About the Job

The Senior Administrative Partner supports FMI’s executive leadership with dedicated executive administration and support in the areas of scheduling and departmental support, meeting effectiveness, and process improvement. This position is responsible for the successful execution of department priorities at FMI through collaboration with other administrative colleagues & Leadership Team and cross-functionally with internal stakeholders, including the offices of Executive Team members, senior management teams, and for excellent customer experience with external stakeholders. 

Key Responsibilities

• Leadership Administrative Support
  • Independently provide executive leadership with extensive and continuous calendar management, domestic and international travel management, expense management, event registrations and detailed meeting plan management, and all other executive support.
  • Utilize efficient time management with the nuances of complex administrative assistance at the executive level.
  • Ensure that executive leadership is informed of priorities, deadlines, and challenges. Prioritize multiple concurrent activities using accurate projections, timely adjustments, and carefully thought-out plans. Balances competing needs maximizing time, resources, and business objectives.
  • Respond to a wide variety of requests for information, policies and procedures, and executive action. Analyze needs and problems and determine approach and priority
  • Complete accurate and detailed leadership department expense reporting and other departmental reports.
  • Identify opportunities and develop solutions to improve the efficiency of complex administrative and departmental processes. 
  • Assist executive leadership in tracking key operational metrics by organizing and compiling data, researching facts, and coordinating information retrieval. Monitor and track budgets.
  • Track internal and external contacts and maintain contact database. Execute contract administration as needed including obtaining signatures, scanning and electronic filing.
  • Ensure shipment, receipt and distribution of all packages and mail in a timely fashion.
  • Develop, maintain, and improve onboarding resources for new team hires.
• Meeting Support and External Responsibility
  • Provide professional representation for the function, regularly interfacing with senior executives external to the company and creating positive relationships. 
  • Ensure high level of customer experience by coordinating client engagements on or offsite, including scheduling, supporting agendas, coordinating vendors, and executing required logistics.
  • May participate in meetings to record / track information, identify critical action items, and produce minutes. May follow up on behalf of team.
  • Greet and direct visitors, deliveries and food purveyors to the appropriate personnel or meeting room.
• Project Support
  • Participate in projects within or across functions. May independently lead the completion of project components. 
  • Coordinate operational procedures related to projects or processes.
  • Edit and/or create communications and documentation that may contain highly confidential information.
• General
  • Stay current with policies, procedures, and technologies relevant to work. Interpret and implement policies with minimal guidance.
  • Provide back-up administrative support to other departments as necessary.
  • Mentor other administrative partners as appropriate.
  • Maintain confidentiality in all aspects of team and company information.
  • Available at various hours for business-related tasks during regular business working hours and periodically during off-hours (evenings and weekends).
  • Other duties as assigned.

Qualifications

Basic Qualifications

• Associates degree with 5+ years of administrative experience or bachelor’s degree with 3+ years of administrative experience, or equivalent combination of training and experience

Preferred Qualifications

• Undergraduate degree
• 12+ years of administrative experience or equivalent combination of training and experience
• Experience in a life sciences company (biotech, pharma, diagnostics, or medical device)
• Advanced experience in in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel, and Outlook 
• Ability to thrive in a fast-paced environment and operate with a high sense of urgency
• Ability to show and demonstrate on a consistent basis initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities, and varying workloads
• Ability to observe strict confidentiality in all aspects of services provided and ability to effectively exercise discretion and judgment in handling confidential/proprietary information
• Strong interpersonal skills with the ability to interface effectively with a wide variety of internal and external executive-level clients
• Highly developed written communication skills, including report writing, presentations, email correspondence and verbal communication skills, particularly in dealing with people of diverse backgrounds
• Excellent calendar management skills and demonstrated history of complex scheduling with consistent follow through
• Proven ability to work independently
• Project management skills and demonstrated ability to meet deadlines
• Strong organization and prioritization skills; demonstrated history of successfully managing multiple concurrent activities and maintaining one’s own workflow
• Ability to consistently strive for excellence and exercise good judgement
• Understanding of HIPAA and importance of privacy of patient data
• Commitment to reflect FMI's values: passion, patients, innovation, and collaboration.

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