Administrative Assistant I

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Job description

Job Description:
At IPS, we apply our knowledge, skills, and passion to make a difference in the lives of people, solving complex challenges related to life sciences. We are looking for a dedicated Administrative Assistant I to join our talented team at our headquarters in Blue Bell, Pennsylvania.

In this role, you will provide administrative support to mid to upper-level managers and other department members.

Position Responsibilities

Answer and field incoming phone calls to the area, take messages, and forward calls.

Maintain the calendar and schedule of managers.

Schedule meetings, conference calls, and appointments.

Book meeting rooms and reserve necessary equipment.

Set up outside catering for meetings.

Sort and distribute incoming mail, faxes, FedEx, and UPS packages, and prepare outgoing correspondence and packages.

Manage the travel arrangements of managers and/or senior members of the department.

Schedule airline, car, and hotel accommodations.

Keep travel profiles up to - date with travel preferences and frequent flier information.

Perform typing of correspondence, reports, proposals, presentations, and meeting minutes.

Create and maintain databases, filing systems, logs, and reports necessary for the company or department to access quickly and efficiently.

Assist in organizing departmental events.

Supports Receptionist with phone calls and visitors.

Come join a caring, nimble team that delivers world-class designs for our pharmaceutical clients and take your career to new heights!

Qualifications & Requirements:
3+ years of experience in an administrative position supporting a department or more than one individual.

Demonstrated proficiency in Microsoft Office Suite.

Able to multitask efficiently and meet multiple project deadlines.

Possesses a sense of fiscal responsibility.

Highly reliable with excellent communication and customer service skills and strong attention to detail.

About Us:
IPS, a Berkshire Hathaway Company, is a global leader in developing innovative business solutions for the biotechnology and pharmaceutical industries. Through operational expertise and industry-leading knowledge, skill, and passion, IPS provides consultancy services, architecture, engineering, project controls, construction management, and compliance services that allow clients to develop and manufacture life-impacting products. Its newest acquisition, Linesight, specializes in cost, schedule, risk, program, and project management services in various market sectors, including data centers, life sciences, and high-tech industries. With the addition of Linesight, IPS has over 3,000 professionals in over 45 offices across 17 countries in the Americas, Europe, Asia Pacific, Southeast Asia, Australia, and the Middle East.

Specialties

Process Architecture, Process Design, Engineering, Construction, Commissioning, Qualification, LEAN Project Delivery, Strategic Master Planning, Energy Conservation Management, Project Controls, Program/Project Management, Operations/Logistics Strategy and Planning, EPCMV and Staffing Services.

All qualified applicants will receive consideration for employment at IPS without regard to race; creed; color; religion; national origin; sex; age; disability; sexual orientation; gender identity or expression; genetic predisposition or carrier status; veteran, marital, or citizenship status; or any other status protected by law. IPS is proud to be an affirmative action and equal opportunity employer.

Attention Search Firms / Third-Party Recruiters: IPS is not seeking assistance or accepting unsolicited resumes from search firms for employment opportunities with IPS. Regardless of past practice, all resumes submitted by search firms to any employee at IPS via email, the Internet, or directly to hiring managers at IPS in any form without a valid written search agreement in place for a specific position will be deemed the sole property of IPS, and no fee will be paid in the event a candidate is hired by IPS as a result of the referral or through other means.

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