Administrative Assistant Account Management

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Position Summary

The Administrative Assistant, Account Management, under limited direct supervision, provides administrative support related to the day-to-day needs of the Account Management Team.

Imperative attributes for the individual in this role include exceptional organizational skills, with a focus on attention to detail and accuracy. This position interacts with colleagues, vendors and customers/clients across all demographics and professional levels. It is critical that the individual in this position possess strong interpersonal communication skills in order to establish  and maintain credibility to ensure effective, timely completion of client projects.

Job Classification – Full time, non-exempt                Reports to:  Director of Account Management

Essential Job Functions

  • Assist with incoming prospect phone calls and emails
  • Follow up on conference prospect leads
  • Create new client files and track progress and receipt of client documents
  • Collect, collate, and distribute upcoming and forecast data sheets
  • Research and compile information on prospects, competitors, and leads as needed
  • Coordinate weekly and monthly client meetings, both on-site and virtual
  • Assist with initial scope of work documents (SOWs) to support account team
  • Organize onsite client meetings including schedule coordination, visitor/guest speaker logistics and hosting; make travel arrangements for meetings and conferences, and gather collateral
  • Organize and track deliverables and deadlines and ensure timely completion
  • Assist with monthly client invoicing and reconciliation, as needed
  • Track logistics for third-party vendors
  • Assist Director of Account Management and VP of Sales and Marketing with scheduling/coordinating interviews with job candidates, and coordinating travel arrangements for out-of-state candidates, as requested
  • Other duties and special projects, as assigned

Basic Qualifications

  • High school diploma or GED and
  • 2 years of recent, relevant experience in an administrative support role; an equivalent of post-secondary education and/or experience may be considered in lieu of 2 years experience
  • Solid computer skills and ability to learn new systems quickly
  • Proficiency in MS Office applications (Outlook, Word, PowerPoint, and Excel)
  • Superior organization skills with a focus on attention to detail and accuracy
  • Ability to manage/prioritize multiple tasks simultaneously
  • Ability to work effectively in a very fast-paced, changing environment
  • Exceptional interpersonal and communication skills, both verbal and written
  • Ability to interact/communicate effectively with team members across all departments and levels of the organization
  • Quick learner with excellent judgment and problem-solving skills
  • Ability to work independently and as part of a team
  • Upbeat attitude and willingness to learn

Preferred Qualifications

  • Associate’s or Bachelor’s Degree
  • Experience supporting a sales/account management team at an administrative level
  • Experience within a biotechnology or biopharmaceutical environment
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