Executive Administrative Assistant

Aspire IRB
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Job Type: Part Time - Regular

Description and Requirements

The Executive Assistant provides administrative support to the Chief Operating Officer and others on the management team on a daily basis and oversee the office administrative support functions.   Within the scope of this position, contribute to the company’s overall mission to protect the rights and welfare of human subjects involved in clinical research. 

This is a part-time position estimated to be 20 hours per week.

Education Requirements: 

Qualifications/Experience Requirements:

  • Minimum of 5 years of experience in an office support position, with preferably 2 years minimum supporting a member of an executive management team.   

  • Must have advanced knowledge in Microsoft Word, Excel, Outlook and Access with proficiency in typing accurately and with reasonable speed

  • Previous travel planning and events planning experience is required. 

  • Key attributes for this position include a history of professionalism, flexibility, good attitude., and demonstrated ability to uphold a strict level of confidentiality

  • Have the ability to anticipate needs and preferences of executive-level staff so as to step in and handle requests received. 

  • Must have demonstrated sound judgment skills, and ability to work independently and responsibly.

  • Ability to multi-task, work in stressful situations, and meet strict deadlines. 

  • Must have demonstrated initiative and be a self-starter.

  • Must have excellent communication skills, both verbal and written, and possess attention to detail. 

  • Ability to proof-read and detect errors in typing, spelling, grammar, syntax and punctuation required.

Essential Duties/Responsibilities:

  • Provide administrative support to COO and management team on a daily basis; prepare background information in preparation for their professional commitments; keep executive calendars, including determining priority of follow-up items; make travel arrangements; oversee and/or coordinate arrangements for meetings; anticipate needs of COO - screen, prioritize and distribute calls, mail, and e-mails.

  • Coordinate travel arrangements for other local executives and leaders, as well as, coordinating travel and arrangements for visitors from the other Ethical Review companies.

  • Provide oversight of administrative support processes including the visitor check-in security process, and coordination of general office support tasks (ordering of supplies, phone customer service, coordination of building maintenance needs, etc).

  • Assist in managing the CGIRB recognition program, including leading the MADE Committee, and collaborating with Human Capital Management to drive harmonization of recognition programs and employee engagement activities across the Ethical and Regulatory Review division.

  • Will assist in special projects involved in supporting CGIRB and other IRBs, as appropriate. This may involve coordination of documentation, reporting, and data analysis.

  • Manage correspondence generated by the COO or other executive leaders.  Produce or oversee the production of letters, e-mails, memos, meeting notices, reports, schedules and other documents from rough drafts, notes or transcription; take and transcribe meeting minutes; gather information and finalize meeting agendas.

  • Collect and analyze a variety of specialized data as necessary to prepare and maintain routine and ad hoc reports, as directed.

  • Insure confidentiality and professionalism in dealing with all company issues.

  • Proofread and coordinate distribution of all outgoing correspondence.

  • Provide secretarial support to other members of senior management team as needed.

  • Act as a back-up for Receptionist duties; filling in with duties up front as needed, including answering of phones. 

  • Completes special projects by clarifying project objective; setting timetables and schedules; conducting research; developing and organizing information; fulfilling required transactions. Keep COO updated on these activities as required.

  • Develop and sustain a level of professionalism among staff, clients, and visitors.

About Us:

Since 1996, Copernicus Group Independent Review Board® (Copernicus IRB) has been the foremost provider of high-quality ethical review services, focused on the protection of human subject research, during all stages of clinical trials.  Renowned for the relentless pursuit of efficiency, Copernicus IRB is incomparably organized to meet the demands of the industry, and consistently delivers the most streamlined and highest quality review services to its clients.

WCG is proud to be an equal opportunity employer – Qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, age, marital status, disability, veteran status or any other status protected by law.

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Cary , United States