Receptionist

Overview

Receptionist

Panama/ On-site (Ciudad del Saber)

Emmes Group: Building a better future for us all.

Emmes Group is transforming the future of clinical research, bringing the promise of new medical discovery closer within reach for patients. Emmes Group was founded as Emmes more than 47 years ago, becoming one of the primary clinical research providers to the US government before expanding into public-private partnerships and commercial biopharma. Emmes has built industry leading capabilities in cell and gene therapy, vaccines and infectious diseases, ophthalmology, rare diseases, and neuroscience.

We believe the work we do will have a direct impact on patients’ lives and act accordingly. We strive to build a collaborative culture at the intersection of being a performance and people driven company. We’re looking for talented professionals eager to help advance clinical research as we work to embed innovation into the fabric of our company. If you share our motivations and passion in research, come join us!

Primary Purpose

This position will support VaxTRIALS, an Emmes Company. VaxTRIALS, as the Latin American expert CRO, provides our customers with a diverse and broad portfolio of Clinical Study Services, either in a full or hybrid fashion for interventional or non-interventional trials, be it pre- or post-authorization, sponsored by manufacturers or investigators. Our solutions include a wide range of specific clinical trials services with an end-to-end approach.

The Receptionist’s main duties and responsibilities are to provide administrative and customer service office support. Serve as the first point of contact for guests visiting the office. Ensure efficient operation of the office using independent judgment. The receptionist is responsible for confidential and time sensitive material and will be familiar with Emmes’ practices, and procedures to ensure that all duties are completed accurately and delivered with high quality and in a timely manner.

Responsibilities

• Develops activities related to front desk services (answer and direct all phone calls, greet all office guests, clients, suppliers, among others related)
• Receive, deliver and archive correspondence, documents and information, maintaining records in a neat and orderly manner (physical and digital).
• Ensures materials, reports, and documents for signature are accurate and complete.
• Administers an efficient electronic and paper filing system.
• Processes reimbursement requests, monitoring a business's petty cash flow.
• Makes and confirms travel arrangements as assigned.
• Composes routine memoranda, correspondence, reports, presentations, forms and other documents often of a sensitive and confidential nature
• Books meeting rooms & manages small events.
• Sets-up conference calls /virtual meetings.
• Assists as assigned with note taking and tracking action items.
• Prepares agendas, handouts and presentations for meetings.
• Proofreads and checks materials for accuracy and completeness.
• Assists as assigned in maintaining internal databases for specific department needs.
• Modifies and updates SharePoint sites as needed.
• Ensure the order and good appearance of the company.
• Supports overseeing facility related services (offices supplies, inventory, coordination of office maintenance, keys and security)
• Administer company car fleet
• Performs other duties as assigned.
  
  

Qualifications

• High School diploma, some college is a plus.
• 3+ years of related experience required in working in an administrative role supporting staff in a global environment.
• English absolute minimum level for the job: Intermediate (B1). English appropriate (expected) Level for the job: Upper Intermediate (B2)
• Strong verbal and written communication skills.
• Proficient in Microsoft Office.
• Time management skills, organized, and proven ability to meet deadlines.
  
  

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