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Our client is seeking a proactive and detail‑oriented Administrative Assistant to support the Chief Business Officer and a growing Global Business Development & Licensing team within a regulated, fast‑paced environment. This is a newly created role designed to bring structure, efficiency, and administrative leverage to a leadership team with heavy travel, invoicing, and coordination needs. The hours are 8:00am-5:00pm, with a flexible in‑office schedule averaging at least two days per week.
Key Responsibilities:
- Provide administrative support to the Chief Business Officer and up to six team members
- Coordinate complex domestic and international travel, including flights, hotels, visas, and itinerary management
- Process expense reports, invoices, and reimbursements accurately and in compliance with company policies
- Assist with budget tracking, purchase order creation, invoice submission, and reconciliation with Finance and Accounts Payable
- Manage calendars and scheduling across internal teams, external agencies, and global partners
- Serve as a primary point of contact for external partners when scheduling meetings and coordinating logistics
- Coordinate visitor planning including meeting room reservations, security registration, and onsite support
- Support meetings and events by arranging catering, supplies, materials, and follow‑ups
- Maintain organized electronic filing systems, shared folders, and databases
- Assist with document preparation including PowerPoint presentations and internal reports
- Provide ad hoc project support and assist other administrative staff as needed
Qualifications:
- 5+ years of administrative experience, ideally in a compliance‑driven or regulated environment
- Strong experience coordinating international travel and managing expense workflows
- Highly organized with exceptional attention to detail and follow‑through
- Strong communication skills, both written and verbal
- Ability to manage multiple priorities and work independently with limited direction
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Experience supporting senior leadership in professional services environments preferred
- Conversational Japanese a plus but not required
- Bachelor’s degree preferred; not required
Compensation/Benefits:
- Up to $70K-$80K base salary + discretionary bonus
- Generous PTO package
- Medical, dental, and vision coverage through Aetna (multiple plans available)
- 401(k) with employer match
- Hybrid schedule with flexible in-office days
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