We have an immediate need for an Administrative Assistant/Program Associate at a leading center city Philadelphia non profit organization. This is a full time direct hire opportunity.
Job Duties Include:
- Assist with proofreading and editing of department materials as needed
- Collaborate with other administrative staff in developing and maintaining the department’s record-keeping processes, standard procedures, and templates
- Compile reports and provide administrative support for the scientific leaders of meetings and workshops using internal and external data source.
- Coordinate assembly of meeting and workshop attendee materials – online, print, etc.
- Draft correspondence on behalf of Program Administrators, Scientific Program Administrators, and Directors
- Maintain accurate and timely records of abstract submissions, award applications, and workshop applications
- Maintain open communication within the department
- Maintain project timelines
- Obtain a working knowledge of internal and external technologies related to meetings and workshops (abstract submitters, registration systems, website management systems, file sharing services, etc.)
- Provide administrative support to Program Administrators, Scientific Program Administrators, and Directors
- Provide courteous, clear, and comprehensive customer/member service as needed by phone and email
- Record and produce detailed minutes of calls and meetings
- Perform the essential functions of the position and other duties as required
Qualifications and Requirements:
- BA or BS degree required
- 3-5 years of administrative support experience, preferably in an academic, government, non-profit, or healthcare or biomedical research related organization
- Ability to multi-task and prioritize a diverse portfolio of assignments
- Excellent interpersonal skills
- Excellent written and verbal communication skills
- Strong organizational skills with a substantive attention to detail
- Professional demeanor
- Proficiency in Microsoft products – Excel, Outlook, PowerPoint, Teams, and Word
- Experience in SalesForce, OpenWater, and website management software preferred
Job Type: Full-time
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Tuition reimbursement
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Education:
Experience:
- Administrative: 3 years (Preferred)
Ability to Relocate:
- Philadelphia, PA 19106: Relocate before starting work (Required)
Work Location: Hybrid remote in Philadelphia, PA 19106