Executive Assistant, Clinical Development

1 month ago

Warren, United States PTC Therapeutics Full time
Job Description Summary:

The Executive Assistant, Clinical Development provides administrative support to an executive (generally defined as a member of PTC's Executive Committee or as a Vice President or above) and, as required, to the executive's direct and/or indirect reports. This includes, but may not be limited to, proactively and independently identifying, coordinating and monitoring the administrative aspects of the executive's department(s) and projects/programs; routine interaction with other administrative support staff and other internal key stakeholders; identifying and implementing/supporting administrative systems, processes and procedures; and completing varied routine, ad-hoc and project-driven administrative tasks as assigned. The Executive Assistant may also be responsible for the coordination and tracking of budgets, contracts, purchase orders and/or invoices.

The Executive Assistant, Clinical Development serves as an information resource on organizational and/or departmental policies and procedures, keeps abreast of changes, and assists management in implementing new/revised procedures.

The incumbent works cross-functionally with internal departments and external resources on administrative matters.

The Executive Assistant, Clinical Development supports adherence to relevant regulatory requirements and company Standard Operating Procedures (SOPs) as appropriate.

Job Description:

ESSENTIAL FUNCTIONS

Primary duties/responsibilities:
  • Provides full administrative support to an assigned team(s). This includes, but may not be limited to, managing the scheduling of complex meeting requests (e.g. teleconferences, videoconferences and WebEx meetings) for internal and external meetings such as board meetings, investor meetings, business planning, etc; coordinating requested meetings and/or proactively scheduling meetings across multiple time zones and languages as required, proactively managing conflicts and following up as needed. Meeting planning may include, but may not be limited to:
    • Securing internal/external meeting space, ensuring meeting space is properly set up and maintained (e.g. physical space, technology requirements are present and functioning properly), arranging for catering, etc.
    • Preparation of meeting materials (e.g. development of PowerPoint slides) and distribution to meeting participants.
    • Coordinating meeting logistics and global/domestic travel requirements
    • Processing expense reports.
    • Capturing and distributing meeting minutes and documenting/following up on action items.
  • May coordinate and liaise with vendors/agencies for meeting planning. This includes, but may not be limited to, scheduling/coordinating agency capability presentations.
  • Facilitates Request for Proposal (RFP) processes.
  • Tracks timelines and budgets for assigned projects. May also coordinate and track department/team budgets for monthly/quarterly team review; assists in reconciling variances.
  • Reviews and negotiates contracts as directed by supervisor; responsible for the tracking of contracts, processing of purchase orders and invoices ensuring timely advancement through the approval process.
  • Prepares documents, reports, spreadsheets and/or presentation and ensures appropriate translations for documents are acquired, as needed.
  • Arranges global and domestic travel (transportation, lodging, passport/visas, etc.) and monitors travel itinerary to resolve travel-related issues/concerns.
  • Routine filing, faxing, shipping, phone duties.
  • Performs other tasks and assignments as needed and specified by management.
KNOWLEDGE/SKILLS/ABILITIES REQUIRED

* Minimum level of education and years of relevant work experience.
  • A Diploma or Certificate in a related discipline and a minimum of 8 years of related professional experience OR equivalent combination of experience and/or education.
* Special knowledge or skills needed and/or licenses or certificates required.
  • Experience supporting large departments/groups in a fast-paced, dynamic, multicultural, international environments.
  • Demonstrated ability to accurately, efficiently and effectively manage multiple calendars, global/domestic travel itineraries and special projects.
  • Demonstrated proficiency using the advanced functionality of Microsoft Office (Power Point, Excel and Word).
  • Excellent verbal and written communication skills.
  • Ability to work independently and collaboratively, as required, in a fast-paced, matrixed, team environment consisting of internal and external team members.
  • Analytical thinker with excellent problem-solving skills and the ability to adapt to changing priorities and deadlines.
  • Excellent planning, organization and time management skills including the ability to support and prioritize multiple projects.
  • Ability to handle confidential information with discretion.
  • Flexibility to work outside of core business hours when necessary.
*Special knowledge or skills and/or licenses or certificates preferred.
  • Associate's or Bachelor's degree.
  • Experience providing high-level administrative support at departmental level in a pharmaceutical, biotechnology or related environment.
  • Fluency in a second language.
  • Experience working in a small but fast growing, entrepreneurial environment.
* Travel requirements
  • 0 - 10%


#LI-NM1

EEO Statement:

PTC Therapeutics is an equal opportunity employer. We welcome applications from all individuals, regardless of race, color, national origin, gender, age, physical characteristics, social origin, disability, religion, family status, pregnancy, sexual orientation, gender identity, gender expression, disability, veteran status or any unlawful criterion under applicable law. We are committed to treating all applicants fairly and avoiding discrimination.

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