Contract Executive Administrator

3 months ago

Princeton, United States @Orchard Full time
Job DescriptionJob DescriptionExecutive Administrative Assistant (Contract)Supporting Pharmaceutical Client
Princeton, NJ - Hybrid role 3 days onsite each week (some exceptions)@Orchard LLC has a contract opportunity for an experienced Executive Administrative Assistant, to support a high-performing team led by the SVP of Medical Affairs and their senior team. The position is highly visible, with extensive project-based responsibilities, including planning and managing events and dealing with vendors. The role will interact with cross-functional leadership teams and external stakeholders. Our client is growing, and things move fast, therefore, an agile business approach, coupled with strong organizational and project management skills is essential. In this role you must own your work and research, then validate solutions to challenges independently. Discretion and the ability to handle confidential business materials are paramount responsibilities. The role is in the company headquarters in the Princeton area of New Jersey.

As the Executive Administrative Assistant, you will;
  • Manage several administrative and operational tasks, working independently and with deliverables to leadership.
  • Engage internal cross-functional stakeholders, and outside parties including vendors to seamlessly execute project planning for events and special projects.
  • Demonstrate experience and capabilities for planning, structuring, and running events and projects for the Medical Affairs team, selecting vendors, and maintaining a budget.
  • Manage the travel budget for senior team members including travel logistics and scheduling.
  • Own the responsibility to manage all operational activities tied to vendors, such as invoicing, contracts, statements of work, and SLAs. Partner with Medical Affairs planning functions and support such as Contracts.
  • Ensure invoices are uploaded and tracked for vendor compliance and payment.
  • Ability to operate within an agile culture where priorities often shift and projects must be managed effectively and independently.
  • Be disciplined and organized at all times, but specifically during the initiation of a new task to ensure you gather all necessary information and avoid multiple follow-on dialogues or too much rework. Paying close attention to detail to get things right the first time is preferred to rushing ahead.
  • Learn and understand the unique challenges and opportunities faced by the Medical Affairs function, the team, and its place in the company.
  • Develop an in-depth knowledge of the company operations and key personnel to facilitate effective cross-functional engagement.
  • Prepare presentation materials for routine intra-company communications.
  • Make high-level contacts of a sensitive nature inside and outside the company.
  • Demonstrate the necessary emotional intelligence to successfully manage a variety of personalities in an often demanding, dynamic, work environment, and do so with diplomacy and professionalism.
  • Provide sophisticated calendar management for internal and external meetings for executive(s) prioritizing inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
  • Ensure confidentiality and non-compete agreements are in place when required.
  • Be the primary point of contact between the Medical Affairs team and the SVP.
  • Work with the Head of Planning to collect and prepare information for management team reports, legal documents, confidentiality agreements, contracts, and other reports as required.
  • Compile and distribute meeting minutes for leadership meetings including global meetings.

Your background will include;
  • An Associate's degree: Bachelor’s degree preferred.
  • At least five (5) years of experience supporting a senior-level executive team, with significant experience interacting with internal and external organizations at all levels, preferred.
  • Experience working within an agile and fast-paced environment where individual ownership of the work product is essential.
  • The ability to ask smart questions during project initiation to ensure full project understanding. The ability to conduct individual research and deliver solutions to ensure project success.
  • Previous experience in Medical Affairs, a Pharmaceutical or Biotech firm, is preferred but not required.
  • Experience in an agile, high-demand work environment with specific deadlines, handling and maintaining highly confidential and sensitive materials is required.
  • Outstanding office administration skills and the ability to work with many disciplines internally and externally.
  • Must have outstanding computer skills in Word, Excel, Outlook, and PowerPoint.
  • Requires expert skills in preparing a variety of templates in Word and Excel.
  • Must have the ability to focus on several parallel projects with minimal supervision.
This is a W2 hourly contract role with an expected hourly pay rate between $35-$50 per hour with an assumed 40 hours per week.

If your experience and interests align with this contract role, and you want to align with a growing firm with an excellent pipeline of products within Oncology, then we need to hear from you. Please apply.

Established in 2010, @Orchard has an exceptional reputation, providing staffing solutions to time-sensitive, talent scarcity issues to deliver better talent management ROI. Our specialty lies in the critical area of program talent acquisition and resource management, not in one narrow skillset, but across many areas of technical and functional delivery. To learn more about our other exciting opportunities, visit our Jobs Page at www.atorchard.com.

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