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Administrative Assistant

2 months ago

Cambridge, United States Planet Pharma Full time

Overview:

The Executive Assistant provides consistent, high-level general administrative and project management support to several leaders within Development. This role will report to the Senior Vice President (SVP), Data Science, Statistics & Epidemiology and provide support to other Vice President (VP) leaders (e.g. VP Biostatistics, VP Global Safety Operations). This individual will be responsible for acting as a professional liaison with internal executives and leaders and high-level external contacts.


The Executive Assistant coordinates across departments and provides consistent, detailed support to SVP/VPs and respective teams.The Executive Assistant works with other administrative staff across the company to ensure that all project and administrative needs of the department and larger organization are met and support company objectives.


The Executive Assistant has strong Microsoft office skills and excels in project management, communication and creative problem solving. The Executive Assistant is distinguished by their ability to organize work, establish priorities, and meet individual and team goals. It is expected that the Executive Assistant will be a highly effective collaborator and communicator, have a positive attitude and demonstrate a proven track record of working with executive leadership.


Key Responsibilities:

·Manage calendars, expenses and travel for SVP, VPs and provide additional support as needed for greater program teams, depending on prioritization and bandwidth (including space planning, onboarding of new team members, business supplies & materials, etc..)

·Schedule complex meetings, including interface with catering, room set up, audio visual, etc

·Manage new vendor set up, as well as execution of agreements (CDA, MSA, SOWs, etc)

·Schedule and execute vendor, agency visits, coordinate lunch orders and meeting setups as appropriate

·Ability to organize and document meeting minutes, deliverables, timelines and distribute

·Schedule other meetings, seminars and training workshops

·May provide additional support as needed for the greater department, including travel coordination, cross-functional team calendaring, business supplies & materials, etc.

·Develops & manages various team collaboration sites, document repositories, creates organizational charts and distribution lists

·Assist with hiring and on-boarding new team members

·Prepare materials for meetings, seminars, training workshops, presentations and special projects

·Create and update presentation materials using PowerPoint, excel and word

·Appropriately manage information of a highly confidential and critical nature

·Adept at learning new technologies

·Ability to manage multiple projects, metrics & reports

·Participates as integral member of company-wide Executive Admin (EA) team and participates in EA team meetings, initiatives, and coverage

·Provide back-up support to other assistants as needed

·Perform other duties as assigned


Qualifications:

·BA/BS College degree required with 2-4 years of professional related experience.

·Experience within a pharmaceutical/biotech organization is strongly preferred.

·Excellent verbal and written communication skills required.

·Excellent working knowledge of MS Office applications: MS PowerPoint, Excel and Word required.

·Excellent working knowledge of Outlook Calendar.

·Ability to organize work, establish priorities, set and meet individual and team goals.

·Ability to communicate effectively and professionally.

·Detail-oriented; strong organizational skills; proven team player.

·Exercise good judgment and is solution-oriented across a variety of situations in a growing, fast-paced organization.


Minimum Degree Required: Completed High School (Diploma or GED)