Job Description

Talascend is currently seeking a Senior Administrative Coordinator for a located in Madison, Wisconsin.
Overview
The Senior Administrative Coordinator delivers comprehensive administrative support, engaging with all levels of management across the organization. This role is responsible for overseeing and managing key administrative processes and functions, while providing direct support to Site Leadership.
Responsibilities

• Supporting Site Leadership with administrative tasks, including but not limited to supporting calendar management and travel coordination.
• Coordinating meetings for Site Leadership as needed and facilitating ad hoc requests.
• Supports hiring of new personnel, including setting up interviews, IT set up, site orientation, work-space needs, etc.
• Managing and maintaining the SharePoint site for Internal Global Manufacturing Madison and other key Madison communication channels.
• General office administration including post, couriers, stationery, and vendor management.
• Welcome visitors to the office in a polite and professional manner.
• Manage and control the supply stocks/budget.
• Book and organize meeting rooms and catering for on-site meetings.
• Knowledge of Concur travel and expense platform to provide support to Site Leadership with travel/expenses.
• Reconciliation of monthly P-Card statement.
• Facilitate, book and schedule site wide training initiatives as well as maintaining records of attendance.
• Create and manage surveys using Survey Monkey or Microsoft Forms.
• Coordination of furniture/equipment orders and online portal for those working elsewhere.
• Work with Facilities to manage/coordinate support requests.
• Provide administrative support to other functions in Madison as required.
• Work closely with Site Leadership team on events and all Madison activities as they arise.
• Serve as a Coordinating Leader for company initiatives.

Qualifications

• BS/BA in relevant subject area or equivalent business/administrative experience.
• 8+ years' experience in a similar role with demonstrated ability to support a department at Director or higher level.

• Comprehensive administrative and organizational skills including thorough knowledge of standard office procedures.
• Demonstrated ability to handle confidential information with discretion and maintain a consistently professional demeanor.
• Ability to utilize IT systems effectively, including teleconferencing platforms, to support daily operations.
• Demonstrated comprehensive proficiency in the Microsoft Office Suite.
• Working knowledge of SharePoint and Visio an advantage.
• Fluency in written and spoken English, ensuring clarity and professionalism in all interactions.
• Strong communication and interpersonal skills.
• Resourceful and proactive approach in resolving issues as they arise.
• Demonstrated ability to prioritize and manage multiple tasks efficiently, meeting deadlines with minimal supervision and thorough follow-up.
• Flexible work ethic and a commitment to being best in class.
• Professional, positive, energetic, and approachable presence in all external and internal engagements.

Preferred Requirements

• Pharmaceutical, medical or related industry experience.

We thank all applicants for their interest. However, only those qualified individuals who closely meet the qualifications of the position will be contacted. The details of the position are only a summary, other duties may be assigned as necessary.
Background Check and Drug Screen may be required.
Talascend is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.

Skills Required