Administrative Coordinator
2 weeks ago
Description:
- This position supports the TA Communications and Patient Advocacy teams within Client location Public Affairs.
- These two groups are responsible for external communications about the company's marketed and pipeline products and therapeutic areas, as well as our engagement with community / patient advocacy groups across all Client therapeutic areas.
- Scheduling meetings (including web conferences and teleconferences) while being conscious of location, travel time, and multiple time zones
- Prioritizing external and internal meetings based on urgency
- Organizing and maintaining department fi les and processes
- Preparing expense reports, processing work orders, and managing purchase orders on Client internal systems. Using discretion and judgment in scheduling appointments and telephone calls.
- Preparing meeting agendas to include any relevant documents necessary.
- Working confidently and efficiently while engaging colleagues in many different Client work locations
- Managing short- and long-term projects and initiatives in collaboration with members of the Communications and Patient Advocacy teams
- To include project tracking, agency and Patient Advocacy group follow-up, Advocacy or media event planning and execution, internal coordination of Client attendance at external events, cross-functional project engagement with other Client partners)
- Tracking team budget including payment of invoices and orders, working closely with Finance and agencies to monitor costs and assisting with monthly reconciliation
- Managing daily media monitoring distribution to Departmental and Company leadership
- Supports manager and broader team for tasks including travel arrangement, expense processing, agreement and contract processing, meeting coordination and scheduling, and on-boarding of new employees
- Project management
- Tracks team budget, purchase orders and invoices
- Triages incoming queries from the media / public
- Manages routing of media monitoring
- Gathers, collects, records, tracks and verifies information from multiple sources, and conducts internet searches as directed, liaises with external agencies or organizations to coordinate activities
- Helps to coordinate communications and logistics for external and internal events
- Interacts with a variety of internal and external stakeholders
- Handles confidential information with discretion and in compliance with all regulations
- Requires a minimum of a high school diploma plus a minimum of 4+ years administrative experience
- Experience in regulated industry required, healthcare or pharmaceutical industry experience preferred
- Ability to work in a fast-paced environment with changing priorities
- Experience working within mid-large organizations preferred
- Technically savvy - able to learn nuances of different systems and databases
- Experience working in databases, specifically SAP or other financial systems
- Excellent verbal, written, and interpersonal skills are required
- Works under limited supervision and may receive general direction on new lines of work or special assignments
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