Administrative Assistant I

Cook Group; Bloomington (IN); On-site; USD 38,000 - 46,000; Full time

Job summary

Cook Group in Bloomington, IN is seeking an Administrative Assistant 1 to provide high-level administrative support for leadership and back-up support for current staff. Responsibilities include answering phones, managing calendars, travel arrangements, and preparing reports.

The role also involves minute taking, document preparation, expense reporting, and maintaining confidential information while adhering to regulatory requirements.

Qualifications

• High school diploma or equivalent.
• Associate degree preferred in business administration or related field.
• Extensive working knowledge of Microsoft Windows Office and Outlook (Excel, PowerPoint, Word).
• Experience producing spreadsheets and computer-generated data analysis reports.
• Ability to learn new technical subject matter quickly.
• Experience handling multiple projects with minimal supervision.

Responsibilities

• Answer phones, screen calls, and manage calendars.
• Make travel arrangements for the team.
• Arrange teleconference calls and webcasts.
• Compile numerical or statistical data.
• Schedule meetings and conference rooms.
• Write business correspondence and prepare reports.
• Maintain records, reports or files and handle confidential information.
• Process expense reporting for the team.
• Attend meetings to record minutes when requested.
• Prepare agendas and distribute minutes; assist with travel planning.

Skills

Multitasking

Written communication

Calendar coordination

Education

High School Diploma or equivalent

Associate's Degree in Business Administration or related field

Tools

Microsoft Office Suite

Outlook

Excel

PowerPoint

Word

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.