Administrative Assistant
This is a part-time position with an expected work volume of about 20 hours per week, allowing for flexibility and work-life balance. This role is Richmond-based, operating in-office 3 days a week and remote 2 days a week.
At Kaléo, our way is not to seek to be like others, but rather to passionately pursue meaningful and innovative solutions for patients. We believe all people should have access to the innovative healthcare products and solutions that empower each of them to live fuller, bolder lives.
The Administrative Assistant supports Kaléo executives with day-to-day needs, including travel, expense reimbursement, scheduling, meeting planning, invoice management, and other administrative tasks. The Administrative Assistant also supports planning and execution for occasional company-wide events. Finally, the Administrative Assistant provides coverage for the front desk and general office operations.
You will love this Administrative Assistant role if you want to be a valued member of an enterprise-wide team and provide critical support our office operations and cross-functional executives. We offer a hybrid, flexible office environment with the advantages of both in-person work and remote work.
As the Administrative Assistant, you will:
- Manage executive support and logistics, including calendar management, travel bookings, expense processing, and professional development registrations.
- Oversee office operations and front desk coordination, including guest reception, incoming calls, mail distribution, shared-space scheduling, and inventory ordering.
- Handle contracts and financial administration, such as submitting contracts for approval, processing invoices, purchase orders, and accounts payable tasks.
- Plan and support meetings and events, including team retreats, conferences, and in-office or virtual meetings with scheduling, agendas, and meals.
- Provide HR and people-operations support, including onboarding coordination, employee communications, documentation, and assistance with HR processes as needed.
- Collaborate across the organization to support special projects, initiatives, and daily operational needs.
- Build relationships with executives, c-suite, and key team members.
A successful Administrative Assistant will demonstrate:
- A responsive, proactive approach to internal customer service.
- Excellent attention to detail and organization skills.
- The ability to multi-task, manage competing deadlines, and prioritize work.
- The ability to work independently with a deadline and results orientation.
- The willingness to ask questions, take initiative, and solve problems.
- A refined sense of discretion and judgment, with the ability to keep sensitive information confidential.
- A commitment to following processes and adhering to compliant procedures.
- Flexibility and adaptability to changing priorities and requirements.
- A commitment to participating in an inclusive workplace environment.
To be considered for the position, you must have:
- Associates degree or equivalent combination of education and experience.
- At least two years of experience in an administrative / office support role in a fast-paced environment.
- Proficiency with Microsoft Office products, including Outlook and PowerPoint.
- Experience with Concur software is preferred.
- Previous experience supporting multiple executive schedules is preferred.
- Previous experience with travel and event planning is preferred.
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