Senior Administrative Assistant - Excellent Opportunity to join one of the most prestigious organizations in Connecticut.

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Qualifications

• Six years of related work experience, four of which should be in the same job family at the next lower level, alongside a high school education; or four years of related work experience with an Associate's degree; or minimal work experience with a Bachelor's degree in a related field; or an equivalent combination of experience and education.

• Proven proficiency in a designated administrative support position.

• Well-developed analytical, written/verbal communication, and interpersonal skills, with the ability to respond in a constructive and timely manner.

• Demonstrated organizational skills with the ability to work under pressure, manage interruptions, and multitask.

Required Skills and Abilities

• Ability to regularly exercise good judgment and initiative on non-routine matters.

• Resourcefulness, thoroughness, accuracy, and proactivity.

• Capability to maintain confidentiality and handle sensitive matters with diverse groups while exercising a high level of discretion.

• High proficiency in a Windows environment, including MS Word, Excel, PowerPoint, and Outlook.

• Ability to prioritize work, manage complex or multiple assignments, achieve high-quality outcomes, meet deadlines, and solve problems independently and as part of a team.

• Strong personal motivation, flexibility, and adaptability.

• Excellent attendance and reliability record.

• Familiarity with grant management systems.

• Proven experience with grants and managing contracts.

• Prior experience in updating web pages.

Responsibilities

• Provide comprehensive support including calendar management, travel arrangements (both domestic and international), and preparation/submission of expense reports.

• Support pre-award and post-award activities for various research initiatives.

• Assist in reviewing routine sponsored project documents for accuracy, appropriateness, and compliance.

• Collaborate with appropriate staff on any exceptions to policies.

• Manage the grants email box and assist with external communications, including the maintenance of the office's website, and the distribution of funding announcements and newsletters.

• Provide exceptional customer service and maintain strong partnerships with principal investigators, sponsors, and other key stakeholders.

• Work collaboratively with the Business Office and other departments.

• Compile data for grant reporting and generate reports as necessary.

• Utilize electronic systems to effectively track, submit, and report sponsored project activity, including Just In Time requests and other documentation.

• Compile and process statistical or other data from spreadsheets or databases.

• Handle expenses and financial transactions.

• Prepare PowerPoint presentations and meeting agendas, and record meeting sessions and minutes as needed.

• Participate in the development of resources, training, and communication related to sponsored project activities.

• Coordinate meetings and conferences, including reserving rooms and arranging catering and equipment needs.

• Arrange travel schedules and accommodations for visitors as needed, including attending research events for coordination activities.

• Perform additional functions incidental to office operations, such as ordering materials/supplies, photocopying, faxing, and preparing mail.

• Serve as a backup to the Financial Assistant as required.

• Oversee and coordinate administrative, program, and office activities, establishing and implementing office procedures and systems.

• Serve as the principal source of information on policies, procedures, programs, and office activities.

• Instruct and coordinate activities of support staff, oversee the preparation of materials for grants, contracts, and budgets.

• Monitor expenditures and reconcile financial statements.

The ideal candidate will demonstrate proficiency in processing expense reimbursements, arranging travel, coordinating meetings and conferences, and managing calendars in an administrative support role.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

• Hiring diverse talent

• Maintaining an inclusive environment through persistent self-reflection

• Building a culture of care, engagement, and recognition with clear outcomes

• Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.