Administrative Assistant SBIR
--Alien Technology Transfer Ltd--
We are looking for a highly organized, proactive, and experienced Administrative Assistant to support our Administrative Department. Ideally, you will be degree educated, be a self-starter and thrive working under pressure.
DUTIES AND RESPONSIBILITIES
Proactively schedule and coordinate meetings involving senior-level internal and/or external participants and tracking attendance;
Inbox and calendar management: prioritizing emails and using initiative and responsibility to respond on the manager's behalf;
Gathering/preparation of briefing packs in advance of meetings;
Taking meeting minutes;
Preparation of periodic reports;
Management of payments to suppliers and employees;
Ensuring compliance of transactions with accounting principles;
Understanding of invoices and contract terms;
Check Eligibility Forms ensuring that Clients are eligible for SBIR/STTR Programs (as per guidelines provided);
Check the Registration Forms and information there included (as per the guidelines provided);
Send the client an initial email: introducing yourself, explaining what registrations need to be done and what you need them to do;
SAM, eRA commons, Grants.gov, SBIR.gov, Research.gov registrations, and any other registration required by SBIR/STTR Programs;
Management and Control of the Mailbox;
Check credentials (Usernames/passwords) regularly;
Maintain SBIR registration files;
Call clients (as and when needed);
Call websites helplines (as and when needed);
Final password check and preparation of proposals submissions for Project Managers;
Monitoring of submissions status and reporting to Project Managers;
Support to the Alien Sbir Team and/or the Clients with registration-related issues.
Fluency in English is a must;
Minimum of 1 year of experience as an Administrative Assistant;
Experience in coordinating international and complex logistic schedules;
Experience in customer care (dealing with clients) and/or accounting experience will be a plus.
SOFT SKILLS REQUIRED
Confident self-starter who can work under pressure, using their own initiative and with the drive to work to aggressive deadlines and to see tasks through to completion;
Friendly, switched on, super organised, and accountable being able to think ahead and through problems;
Professional in their manner, maintaining diplomacy and confidentiality in communicating highly sensitive and highly contentious information with people of all levels within the company and elsewhere;
Ability to work effectively at all levels of an organization and build strong relationships with team members, managers, and senior executives in multiple locations;
Advanced level IT skills (Word, PowerPoint, Excel, Gmail, Google Calendar, Google Drive, PowerPoint) and fluent in both Windows and Apple operating systems;
Be readily available to support individual schedules as required including managing of inbox, complex diaries and travel arrangements globally.
Please note: Due to the high volume of candidates we are unfortunately not able to provide individual feedback regarding the outcome of every single application.