Administrative Assistant & Office Manager

ITF Therapeutics LLC; Friendly (MD); On-site; USD 50,000 - 80,000; Full time

Job summary

A leading company seeks a proactive Administrative Professional to support the leadership team and ensure efficient office operations. The role involves managing calendars, coordinating travel, overseeing expenses, and handling vendor relations. Ideal candidates have 5+ years of experience and exceptional organizational skills.

Qualifications

• 5+ years' experience in executive administrative or business administration role.
• Proficiency in Microsoft Outlook.
• Strong organizational skills with the ability to manage multiple priorities.

Responsibilities

• Manage and maintain Outlook calendars for the President and Leadership Team.
• Coordinate domestic and international travel arrangements.
• Handle ad-hoc administrative tasks to support the team.

Skills

Organizational skills

Verbal communication

Written communication

Initiative

Attention to detail

Interpersonal skills

Tools

Microsoft Outlook

Concur

DocuSign

Microsoft Teams

Coupa

Job description

Building Strong
Relationships That
Allow New Thinking and
Novel Advancements

Reports to: President

We are seeking a proactive and results driven administrative professional to support our leadership team and ensure the efficient operations of our office. The role is a key member of our team, managing multiple responsibilities to ensure our team and office operate smoothly.

Responsibilities:

• Manage and maintain Outlook calendars for the President and Leadership Team, coordinating meetings across multiple time zones.
• Prepare and submit expense reports using Concur, ensuring timely and accurate processing.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and ground transportation.
• Oversee purchase orders (POs) and invoice management for corporate and office-related expenses.
• Handle ad-hoc administrative tasks as needed to support the team.
• Serve as the primary point of contact for vendors, property management, and building services for the office.
• Order and maintain inventory of office and kitchen supplies.
• Coordinate group lunches, catering, and other team events.
• Assist in organizing company-wide meetings and events, collaborating with internal teams.
• Assist with organizing Board of Directors meetings, including scheduling, ordering catering, arranging dinners, and transportation.

Qualifications:

• 5+ years' experience in executive administrative or business administration role.
• Proficiency in Microsoft Outlook, including extensive calendar management across different time zones.
• Experience with Concur, Coupa, DocuSign, and Microsoft Teams preferred.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team.
• Flexibility to handle occasional after-hours tasks related to travel or urgent issues.
• Proactive and self-motivated, with a strong sense of initiative.
• Friendly and approachable demeanor, with excellent interpersonal skills.
• Detail-oriented with a commitment to accuracy and quality.
• Adaptable and able to thrive in a fast-paced, dynamic environment.

If you’re the right fit, please submit your resume or CV using the email link below.