Sr Administrative Assistant at Alkermes, Inc. in Wilmington, OH

Summary

Interfacing with all levels of management across departments and locations, internal and external customers, and clients, the Sr. Administrative Assistant (SAA) works with the Administrative Lead (AL) to support site leadership in the execution of their responsibilities. The SAA provides administrative support to Directors (DIRs) and Associate Directors (ADs) of the EHSS, Site Ops & Engineering, and Manufacturing departments, as well as assigned Site Leadership Team (SLT) and Operational Leadership Team (OLT) members.

Essential Functions

Works with AL and administrative team to coordinate all aspects of general office services and departmental support
Arrange meetings and tours with internal and external constituents, partners and visitors
Manages adherence to travel policy, coordinates timely submission of expense reports
Coordinate travel, and meeting logistics for assigned departments and DIRs
On and off-site event planning support for corporate, social, and department events.
Meeting schedule support for collaborative meetings, including overseeing scheduling, catering, audio visual set-up, and room set-up for collaboration meetings
Develop agendas and high level PowerPoint presentations based on business needs that will be delivered to both internal departments and executive level individuals outside of Wilmington
Record, disseminate and retain minutes, action logs and other documents of record
Prioritize conflicting needs, handle matters expeditiously, proactively and follow through on projects to successful completion, often with deadline pressures
Supports projects management for Engineering team by tracking and updating projects status in Planview application
Supports Site Ops & Engineering by executing small projects and managing workspace allocations in OfficeSpace application
Serves as Key Functional Representative to support assigned departments in progressing purchase order requests
Supports contracts management for executive team and AL; collaborates with Procurement and Legal Departments to progress agreements from draft to signature
Assists in special projects as requested; responds to routine inquiries
Create and maintain a welcoming and professional environment for all guests and external contacts
Ability to provide additional administrative support and backup coverage to assigned departments as needed

Competencies

Expert knowledge of administrative activities
Expert knowledge of MS Office, including Word, Excel, PowerPoint, Outlook, and Teams; SharePoint and Visio org charting is helpful; ability to learn and adapt to evolving technologies.
Maintain a can-do attitude, with the ability to autonomously problem-solve yet request support when needed
Ability to work under pressure while remaining flexible, proactive, resourceful and efficient
Excellent written and verbal communication skills
Strong organization skills and attention to detail
Ability to interact positively with all levels of staff in a fast-paced environment
Ability to anticipate needs proactively
Ability to work within a team and be seen as a “go to” person
Ability to maintain highest degree of confidentiality and discretion
Ability to prioritize and manage multiple projects

Required Education and Experience

Associate degree in a relevant field
Four years administrative experience supporting a team of executives or as office manager

Preferred Education and Experience

Bachelor’s degree in Business Administration or closely related field preferred
Seven years administrative experience supporting high level executives

Working Conditions

May require overtime hours including occasional night and weekend hours.
May require use of own vehicle for business errands.
Open office environment.

Physical Requirements

While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, reach, stoop, kneel, use hands and fingers to operate a computer, telephone, and keyboard and lift up to 25 lbs.
Specific vision abilities required by this job include close vision requirements due to computer work.

About Us

Why join Team Alkermes?

Alkermes applies its deep neuroscience expertise to develop medicines designed to help people living with complex and difficult-to-treat psychiatric and neurological disorders. A fully-integrated, global biopharmaceutical company, headquartered in Ireland with U.S. locations in Massachusetts and Ohio, we are committed to pursuing great science, driven by deep compassion to make a real impact in the lives of patients. Alkermes has a portfolio of proprietary commercial products for the treatment of alcohol dependence, opioid dependence, schizophrenia and bipolar I disorder, and a pipeline of clinical and preclinical candidates in development for various neurological disorders, including narcolepsy.

Beyond our important mission of developing medicines to address unmet patient needs, we actively seek to foster a culture of diversity, inclusion and belonging throughout our business. We strive to ensure that all voices are respected and valued, recognizing that our diversity of thought, background and perspective makes us stronger. We are proud to have been recognized as an employer of choice by many national organizations, including being certified as a Great Place to Work in the U.S. in 2024, honored as a Healthiest Employer in both Ohio and Massachusetts in 2023, a Best Place for Working Parents in 2023, and to have received the Bell Seal at the Platinum level for Workplace Mental Health by Mental Health America for three consecutive years (2021-2023).

Alkermes, Inc. is an equal employment opportunity employer and does not discriminate against any qualified applicant or employee because of race, creed, color, age, national origin, ancestry, religion, gender, sexual orientation, gender expression and identity, disability, genetic information, veteran status, military status, application for military service or any other characteristic protected by local, state or federal law. Alkermes also complies with all work authorization and employment eligibility verification requirements of the Immigration and Nationality Act and IRCA. Alkermes is an E-Verify employer.