Administrative Assistant/Assistant Meeting Specialist

So you feel you are extremely detail oriented, possess excellent communication skills and would be comfortable working in a high paced, team oriented environment?  Are you currently working as an administrative assistant and are looking to step into a more exciting role; a recent college graduate searching for that perfect position where you can learn and grow within a rapidly growing communications company or are looking forward to setting up the next party or corporate function? We have an immediate opening for a professional just like you within a rapidly growing Speakers Bureau department.

 

We are a profitable, privately held and growing communications company with a large group of pharmaceutical, Biotech and Medical Device clients. We deliver on expectation with high-quality work, produced and managed by engaged, dedicated people. The culture is strong; our morale is high and our clients like us too.

 

 

The position is outlined below as a general framework.  A deeper understanding can be gained as we speak in person about the role and the company.  We encourage you to review the information and submit a resume and cover letter in order to tell us about yourself and your experience.

 

Overview

The Administrative assistant/ Assistant meeting specialist would be an extremely valuable member of our Speaker Bureau team. The role is critical to the success of the Speakers Bureau department in that it touches all aspects of a project, guiding and pushing all work associated with a planned meeting through the process. The Administrative Assistant would work closely with all members of SB team, the client’s sales force and high profile faculty educators. You would be relied upon by the team’s manager and senior project leads as the consistent, focused team member who would be able to provide the support needed to make each and every event a successful one.

 

·         Assist in the overflow of client calls; arranging “callbacks” and receiving and routing calls as needed

·         Help assist meeting planner by organizing, entering, and maintaining records of event aspects including event registration/ participant lists, compliance forms, and financial records 

·         Work closely with senior meeting planner to help in the customization of meeting invitation and their timely delivery

 









·         Conduct post event evaluations in order to determine how future events could be improved.

 

 ·         Facilitate the set up of audio visual equipment, faculty transportation, venue contracts and other event needs

·         Help the team by performing support functions and general office assistance. Assist or coordinate special projects      

 

Utilize the training and experience received to advance into a meeting planner role   

  



Background Required        

·         Experience in a fast paced office environment preferred

 

·         Meeting planning or travel service knowledge is helpful

 

·         Must be experienced in Microsoft Outlook, Word and Excel. The right candidate must have the ability and willingness to learn our business software application.

 

·         Capable of High volume data entry; typing proficiency

 

·         Excellent communication abilities are essential

 

·         Must be detail oriented, Database savvy and comfortable working in a fast paced, team oriented environment

 

·         Must be a punctual, efficient, and detail oriented person who possesses good work habits

 

·         Undergraduate degree preferred 

 

Let’s talk about your professional goals and how they can be achieved as our new team member. Since the position offers room to grow and the chance to share in our success, we could have many prosperous years together. Competitive salary and bonus are part of the compensation plan.  

 





Reply with cover letter and resume to:

achamberlain@alphamedicainc.com

**Please include in the email subject line:  "Administrative Assistant/ Assistant Meeting Specialist"