Senior Administrative Assistant, Disease Team Integration

The Senior Administrative Assistant provides high-level administrative, operational, and coordination support to the Vice President, Disease Team Integration, and serves as a trusted partner in the execution of a complex, fast-paced, cross-functional organization. This role requires strong judgment, discretion, and the ability to anticipate needs, manage competing priorities, and drive follow-through across calendar management, meetings, travel, expenses, communications, team operations, and office activities. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable using modern Microsoft 365 and approved AI-enabled productivity tools to improve efficiency, collaboration, and quality while handling sensitive and confidential information. 

Key Duties and Responsibilities: 

• Manages a complex executive calendars for the Vice President and DTI members activities, including prioritizing requests, resolving conflicts, coordinating internal and external meetings, and ensuring efficient use of time across a dynamic portfolio. 

• Coordinates end-to-end meeting preparation and follow-up, including agendas, pre-reads, logistics, room and catering arrangements, note capture, action-item tracking, and distribution of materials using Outlook, Teams, Word, PowerPoint, and shared collaboration spaces. 

• Develops, formats, and consolidates high-quality reports, presentations, briefing materials, and other executive-ready communications by integrating inputs from cross-functional stakeholders. 

• Supports travel planning and execution for assigned personnel, including itineraries, bookings, meeting coordination, expense reporting, and related logistics for internal events, offsites, and team gatherings. 

• Monitors and triages requests, communications, and scheduling needs with sound judgment, handling most matters independently and escalating complex or sensitive issues as appropriate. 

• Serves as a resource for Microsoft 365 and internal enterprise tools, helping the team adopt efficient ways of working for scheduling, document management, information sharing, workflow coordination, and collaboration. 

• Uses modern digital productivity tools, including shared workspaces, collaborative document editing, task tracking, and approved automation or AI-enabled features, to improve administrative efficiency and reduce manual work. 

• Processes purchase orders, invoices, expense reports, and other administrative transactions accurately and in a timely manner; may assist with budget tracking, resource planning, and related reporting. 

• Supports onboarding of new personnel, visitor coordination, and general team operations, helping ensure an organized and professional experience for employees, visitors, and collaborators. 

• Helps maintain effective day-to-day site or office operations, including coordination with IT, Operations, and Facilities; management of supplies and workspace needs; and oversight of relevant vendor relationships. 

• Operates with a high degree of professionalism, discretion, and confidentiality in support of sensitive business activities, leadership communications, and departmental initiatives. 

Knowledge and Skills: 

• Strong proficiency in Microsoft 365 tools, including Outlook, Teams, Word, PowerPoint, Excel, SharePoint, and OneDrive, with the ability to create polished materials, manage shared content, and support efficient team collaboration. 

• Ability to use modern digital productivity tools such as shared workspaces, collaborative editing, task-tracking tools, and workflow automation solutions to improve coordination and reduce administrative burden. 

• Comfort using approved AI-enabled productivity tools in accordance with company policy and confidentiality requirements to support drafting, summarization, meeting follow-up, and information organization. 

• Excellent time management and organizational skills, with the ability to prioritize across multiple workstreams, plan proactively and respond effectively in a fast-paced environment. 

• Strong attention to detail, sound judgment, and discretion in handling sensitive and confidential information. 

• Professional communication and stakeholder management skills, with the ability to work effectively across functions and levels of the organization. 

Education and Experience: 

• High school diploma or equivalent required; additional education or relevant professional training preferred. 

• 5+ years of administrative experience, including experience supporting senior leaders or executives in a complex, fast-paced environment, or the equivalent combination of education and experience. 

• Experience managing complex calendars, travel, meeting logistics, expenses, and cross-functional coordination in a matrixed corporate environment is strongly preferred.