Lead Administrative Assistant

Role Summary

Lead Administrative Assistant provides high-level administrative, operational, and organizational support to the Vice President of the Immunology Delivery Unit and the broader team. The role manages complex scheduling, travel coordination, confidential communications, meeting execution, and departmental operations. The position requires strong judgment, professionalism, proactive problem-solving, and the ability to work effectively with leaders and partners at all levels. Location: Spring House, PA.

Responsibilities

• Provide heavy calendar management, including scheduling virtual and in-person meetings, securing rooms, arranging A/V, coordinating catering, and resolving conflicts independently.
• Manage complex calendars for senior leadership committees (e.g., Immunology Operations Committee), requiring responsiveness, flexibility, and coordination with senior executives.
• Prepare agendas, presentations, documentation, and correspondence, including highly confidential materials.
• Support VP and team with general administrative needs and project-related tasks.
• Arrange domestic and international travel, prepare detailed itineraries.
• Process and track expense reports in compliance with policy.
• Independently organize large departmental meetings, cross-functional offsites, and onsite events, ensuring all logistics, materials, and communications are executed flawlessly.
• Serve as a primary point of contact for internal and external stakeholders.
• Maintain a professional, approachable, and service-oriented presence on behalf of the VP and department.
• Maintain and update department SharePoint sites, OneDrive structures, and file systems.
• Manage professional distribution lists, org charts, and contact databases.
• Keep the team informed of relevant company policies, procedures, deadlines, and operational requirements.
• Lead administrative onboarding for new hires: Workday steps, WWID creation, IT equipment, email setup, office requests, and more.
• Manage offboarding tasks including equipment retrieval and exit checklist coordination.

Qualifications

• Required: High school diploma; primary degree preferred.
• Required: Minimum 6 years of administrative experience supporting senior leaders or complex teams.
• Required: Strong verbal and written communication skills, with the ability to prioritize and manage multiple tasks simultaneously.
• Required: Demonstrated ability to work independently and use sound judgment when handling sensitive matters.
• Required: Commitment to maintaining confidentiality of highly sensitive information.
• Required: Proficiency in Microsoft Outlook and Word.
• Preferred: Experience with Ariba, eMarketplace, Aravo, Concur, OurSource, Zoom, Microsoft Teams, Workday, and SharePoint.
• Preferred: Proficiency in Excel and PowerPoint.
• Preferred: Strong analytical skills.

Skills

• Administrative Support
• Business Writing
• Communication
• Contract Monitoring
• Customer Centricity
• Data Capturing
• Diary Management
• Document Management
• Handbooks
• Microsoft Office
• Office Administration
• Organizational Knowledge
• Organizing
• Presentation Development
• Problem Solving
• Process Oriented
• Professional Ethics
• Travel Planning
• Typing
• Excel
• PowerPoint
• Zoom
• Microsoft Teams
• Workday
• SharePoint

Additional Requirements

• May require up to 10% travel.
• Role demands initiative, professionalism, discretion, and the ability to thrive in a fast-paced, evolving environment.