Administrative Assistant I

Cook Group; Bloomington (IN); On-site; USD 42,000 - 56,000; Full time

Job summary

Cook Group in Bloomington, IN seeks an Administrative Assistant 1 to provide high-level administrative support to leadership and backup for staff. The role includes scheduling, travel planning, teleconferences, and preparing business documents using MS Office.

Ideal candidates will have 3–5 years of office experience, strong MS Office skills, and the ability to handle confidential information. The position offers growth opportunities and exposure to regulatory quality contexts.

Qualifications

• High school diploma or equivalent required.
• 3-5 years of office experience and/or Associate's Degree preferred.
• Extensive working knowledge of Microsoft Windows Office and Outlook (Excel, PowerPoint and Word).
• Experience producing spreadsheets and other computer-generated data analysis reports.
• Proven ability to quickly learn new technical subject matter that may be unrelated to area of formal training.
• Experience performing multiple projects simultaneously with minimal direction/supervision.

Responsibilities

• Answer phones, screen calls, and manage/maintain calendars.
• Make travel arrangements for team and arrange teleconferences/webcasts.
• Prepare reports, memos, letters and other documents using MS Office.
• Take and distribute minutes of meetings; prepare agendas for visitors.
• Open, sort, distribute incoming correspondence, including faxes & email; file and retrieve documents.
• Back-up for front desk coverage and switchboard as requested.

Skills

Microsoft Office Suite

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Outlook

Education

High school diploma or equivalent

Associate's Degree in Business Administration or related field

Tools

Microsoft Office

Excel

PowerPoint

Word

Outlook

Job description

Overview

The Administrative Assistant 1 provides high-level administrative support for assigned Leadership as well as back-up support for current administrative staff.

Responsibilities

- Answer phones/screen calls & manage/maintain management calendars.- Make travel arrangements for team. - Arrange teleconference calls and webcasts.- Compile numerical or statistical data.- Schedule meetings or appointments/conference rooms.- Write business correspondence.- Maintain records, reports or files.- Manage expense reporting for team.- Attend meetings in order to record minutes when requested.- Prepare reports, memos, letters and other documents, using word processing, spreadsheets, database, and/or presentation software.- Compile, transcribe, and distribute minutes of meetings.- Prepare agenda for visitors and coordinate travel.- Ability to maintain confidential information.- Prepare responses to correspondence containing routine inquiries.- File and retrieve corporate documents, records and reports.- Prepare agendas.- Open, sort,distribute incoming correspondence, including faxes & email.- Ability to maintain confidential information.- Back-up for front desk coverage at P48 and other facilities as requested.- Back-up for the switchboard as requested.

- Willingness to utilize AI tools such as Claude and ChatGPT- Must maintain all training requirements for the position, while seeking out opportunities for continuous development and growth.- Adhere to the Quality Management System and its processes to meet FDA 21 CFR 820, ISO 13485, and other applicable regulatory requirements.

Qualifications

- High school diploma or equivalent required.- Previous office experience (3 - 5 years) and/or Associate's Degree in Business Administration or related field preferred.- Extensive working knowledge of Microsoft Windows Office and Outlook (ie Excel, PowerPoint and Word).- Experience producing spreadsheets and other computer-generated data analysis reports.- Proven ability to quickly learn new technical subject matter that may be unrelated to area of formal training.- Experience performing multiple projects simultaneously with minimal direction/supervision.