Associate II, Admin Services

Job Description

The Vaccine Manufacturing Facility (VMF) Operations team is seeking an Associate II Administrative Services to provide advanced administrative and operational support to the VMF Integrated Process Team (IPT). This role is responsible for enabling organizational effectiveness through executive support operational coordination budget administration meeting management and onboarding support. The successful candidate will serve as a trusted partner to leaders and teams ensuring seamless execution of key business processes in a fast-paced manufacturing environment.

Operational & Business Support

• Manage departmental budgets within company systems partnering with budget owners to monitor spending track targets and identify potential issues proactively.
• Support expense management and purchase order processing for assigned leaders ensuring timely completion and compliance with company policies.
• Administer digital collaboration platforms including SharePoint Teams and distribution lists maintaining content accuracy access controls and governance standards.
• Drive administrative excellence by partnering with administrative colleagues and cross-functional teams to streamline processes share best practices and implement continuous improvements.
• Support operational compliance activities including training curriculum administration SOP updates and training assignment tracking.

Executive & Meeting Management

• Manage complex executive calendars prioritizing competing demands resolving scheduling conflicts and maintaining effective communication with stakeholders.
• Coordinate and facilitate team meetings workshops and special events including scheduling logistics meeting materials minutes and action item follow-up.
• Provide proactive support for leadership meetings and organizational priorities through schedule planning stakeholder coordination and independent follow-up.

Onboarding & Team Coordination

• Coordinate onboarding activities for new hires including equipment and resource requests system access organizational assignments and other onboarding requirements to ensure a positive and efficient start.

Required

• Proven experience providing administrative support to leaders and/or large teams in a dynamic business environment.
• Demonstrated ability to handle sensitive organizational financial and personnel information with the highest level of confidentiality and discretion.
• Strong verbal and written communication skills with the ability to effectively engage leaders colleagues and external stakeholders.
• Excellent organizational skills with a proven ability to manage multiple priorities meet deadlines and work independently.
• Strong analytical problem-solving and decision-making capabilities.
• Advanced proficiency with Microsoft 365 applications and digital collaboration tools.
• High level of integrity professionalism and collaboration.

Preferred

• Experience within the pharmaceutical biotechnology or manufacturing industry.
• Two or more years of experience as an Administrative Assistant Executive Assistant or similar role.
• Experience using SAP for budget management purchase orders and cost tracking.
• Professional certifications such as Certified Administrative Professional (CAP) Project Management Professional (PMP) or Professional in Human Resources (PHR).

• High School Diploma or equivalent required.
• Additional education professional certifications or related coursework preferred.

• Trusted partner to leaders and teams.
• Highly organized and responsive in a fast-paced environment.
• Proactive problem solver who anticipates needs and drives execution.
• Consistently maintains accuracy confidentiality and professionalism while supporting critical business operations.

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