Careers > Administrative Assistant – Executive Suite

Administrative Assistant – Executive Suite

The Organization

As an independent research organization, the Morgridge Institute for Research explores uncharted scientific territory to discover tomorrow’s cures. In affiliation with the University of Wisconsin-Madison, we support researchers who take a fearless approach to advancing human health in emerging fields such as regenerative biology, metabolism, virology and medical engineering. Through public programming, we work to inspire scientific curiosity in everyday life.

The Opportunity

The Administrative Assistant acts as receptionist for the executive suite and provides administrative support to the Chief Executive Officer and the Chief Financial & Operating Officer. This position is responsible for greeting and directing all visitors, maintaining complex schedules while performing numerous tasks, managing files, assisting with internal and external communications and managing special projects. This position requires a high level of discretion and the ability to maintain confidentiality.

Duties Include:

  • Manage and coordinate frequently changing calendars and meetings by scheduling, generating agendas, reserving rooms, inviting attendees and booking resources/catering in a timely manner.
  • Manage and maintain files, including other organizational tasks such as expense report preparation, conference registration and travel arrangements.
  • Welcome visitors by greeting them, in person or on the telephone, and escorting them to their appropriate destination.
  • Perform transcription in a timely and accurate manner.
  • Maintain daily conference room schedules and postings.
  • Maintain subscriptions/memberships in a timely basis.
  • Coordinate and organize daily organization-wide break.
  • Assist the Educational Liaison with on-going projects such as the Morgridge Fellowship Program and Educational Advisory Group.
  • Maintain office supplies by checking inventory and ordering items.
  • Manage facility requests for furniture needs.
  • Maintain tidy reception area.
  • Contribute to team effort by accomplishing related tasks as assigned.
  • Perform miscellaneous duties as required.

Qualifications

To perform this job successfully, an individual must be able to perform each primary duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary functions.

Education and Experience:

  • Two-year administrative degree or equivalent work experience.
  • A minimum of 5 years of administrative experience, preferably in a fast-paced organization.

Knowledge, Skills and Abilities Required:

  • Ability to effectively communicate via phone and email ensuring that all receptionist duties are completed accurately and delivered with high quality and in a concise manner.
  • Proficiency with a variety of computer software applications including Microsoft Word, Excel and Powerpoint
  • Professional attitude and appearance
  • Ability to maintain confidentiality
  • Excellent interpersonal, oral and written communications skills
  • Superior organizational skills and committed to completing tasks in a timely manner
  • Attention to detail essential in composing, typing and proofing materials
  • Demonstrated ability to prioritize, multitask and meet deadlines
  • Executes administrative tasks to the highest quality standards
  • Demonstrated ability to collaborate with a team and independently under general direction

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