Executive Assistant

3 weeks ago


Tarrytown, United States Actalent Full time

Actalent is Hiring a Administrative Coordinator for a Top Pharma Company

Job Description

As a Administrative Coordinator, you will provide support and coordination of activities for leaders within Medical Affairs. General responsibilities include calendar management, managing events and logistics, travel and expense reconciliation, technical support and facilitation. Duties involve Outlook calendar maintenance, logistical support for meetings, room reservations, agenda preparation, meeting materials, catering, and technical equipment. You will serve as a business point of contact to prioritize and multitask, maintaining a high level of confidentiality, accuracy, and attention to detail. Ongoing tasks include organizing logistics for executive leadership such as workshops, travel arrangements and expenses, department communications, employee onboarding, welcoming external guests, and event planning. Additionally, you will manage data entry for Purchase Order requisitions, contracts for consultant services and suppliers for office equipment and services, and handle new and existing requests. You will also track administrative policies, procedures, and guidelines, maintain departmental records such as org charts, rosters, and space planning material, and liaise with internal business partners to create interdepartmental efficiencies.

Hard Skills

+ 4+ years executive administrative experience

+ Concur expense management

+ Outlook calendar management

+ Previous pharma experience supporting executive team (VPs, etc)

+ Medical affairs experience (a plus)

Soft Skills

+ High level of confidentiality

+ Attention to detail

+ Ability to prioritize and multitask

+ Strong organizational skills

+ Effective communication

Work Site

This is a hybrid position requiring some days on-site in Tarrytown, NY + some days remote.

Work Environment

Department: Medical Affairs. Reporting into the Vice President of Medical Affairs.

This is a hybrid role based out of Sleepy Hollow, NY, with 3 days onsite and 2 days remote.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

Diversity, Equity & Inclusion

At Actalent, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

+ Hiring diverse talent

+ Maintaining an inclusive environment through persistent self-reflection

+ Building a culture of care, engagement, and recognition with clear outcomes

+ Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com (%20actalentaccommodation@actalentservices.com) for other accommodation options.


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