CHDI FOUNDATIONCHDI

Accelerating Therapeutic Development for Huntington's Disease

Office Administrator

JobTitle

Office Administrator

Onsite, 5 days per week in Princeton, NJ office

Vaccination against COVID-19 is a prerequisite for employment at CHDI Management

Job description

The Office Administrator will become part of the administrative team to support staff in the Princeton, New Jersey office, the global Enroll-HD Study team, and interface with the administrative staff in the New York and Los Angeles offices. Specific responsibilities include, but are not limited to:

Job Responsibilities

  • Provide primary support to Enroll-HD study team.
  • Heavy calendar management and meeting scheduling (often across multiple time zones), through Outlook and occasionally using external survey/email applications.
  • Plan and create an agenda for meetings.
  • Write thorough and prompt meeting minutes.
  • Prepare and distribute internal communications and memos.
  • Assist in compiling data and generating reports for team members.
  • Order and maintain inventory of swag.
  • Coordinate delivery of swag and supplies for HD events.
  • Timely processing of UHDRS training and HDinHD account requests
  • Process expense reports using an online expense reporting system.
  • Perform all routine clerical duties (file, fax, photocopy, correspondence, etc.).
  • Arrange transportation and other logistics for employees and visitors to the office.
  • Sort and distribute mail; handle all Fed Ex and other shipments.
  • Ensure the smooth running of all meetings and interviews, including providing support for operating conferencing equipment and software.
  • Oversee catering requests and purchasing (or restaurant reservations, if applicable) for meetings.
  • Keep office supplies and kitchen supplies fully stocked, oversee purchasing of all supplies.
  • Keep common areas clean as needed.
  • Interface with facilities personnel to successfully resolve issues.
  • Coordinate vendors for facilities, IT, AV, etc. and communicate status to site personnel and senior management.
  • Assist with special projects, office activities and ad hoc tasks as requested.
  • Back-up support to other Administrators in the office as needed.
  • Identify opportunities to streamline processes and improve efficiency.

Qualifications

The successful candidate will have:

  • US citizenship or presently authorized to work full time in the US.
  • Bachelor’s Degree preferred.
  • High attention to detail.
  • Strong organizational and time-management skills
  • Positive and collaborative attitude.
  • Ability to multitask and deal with unexpected circumstances.
  • Ability to work independently and as part of a team.
  • Previous administrative support experience.
  • Strong computer skills include Microsoft Office Suite (especially Outlook, PowerPoint, Word, and Excel).
  • Effective verbal and written communication skills; excellent follow-up and problem-solving abilities; flexibility to adjust to changing demands and priorities; strong organization skills; and a professional and personable demeanor.

 

Reporting Relationship

Princeton Office Manager