Administrative Project Coordinator
2 weeks ago
Job Title: Administrative Project Coordinator - Medical Affairs
Location: Remote
Duration: Long-term
Compensation: Competitive hourly rate
Overview:
The role entails the management and organization of all events, projects, and initiatives within the Medical Affairs Americas department, alongside providing administrative support to the leadership of the department. This position also acts as the Administrative Leader for the Americas Medical Affairs, ensuring that the administrative team operates effectively and efficiently.
The incumbent will work independently under minimal supervision, executing a variety of operational and administrative tasks that are often confidential in nature, requiring a comprehensive understanding of departmental practices, company policies, and relevant regulations.
Key Responsibilities:
1. Facilitate all business events and operational tasks for the Medical Affairs Americas, including the preparation and organization of meetings, and the compilation of confidential documents.
2. Provide administrative leadership and guidance, assisting in conflict resolution, prioritizing workflows, and ensuring timely execution of administrative processes.
3. Support various strategy cost centers within Medical Affairs for Radiology, focusing on planning and identifying cost-saving opportunities.
4. Assist the leadership in planning and executing meetings and initiatives, contributing to the development of strategies and employee growth.
5. Enhance visibility and communication within the department by organizing town hall meetings and other critical communication events.
6. Offer ongoing leadership and training to administrative staff, establishing workflow standards and conducting necessary meetings.
7. Organize and implement cross-functional initiatives through independent coordination of events and training.
8. Manage databases and SharePoint sites related to Americas Medical Affairs.
9. Compile and analyze information to prepare reports, manuals, and correspondence as per company standards.
10. Maintain departmental information and develop essential materials for the team.
11. Assist in meeting preparations, including drafting agendas and communications.
12. Coordinate details for departmental meetings and events, both on-site and off-site.
13. Arrange business travel and assist with expense reporting.
14. Oversee time tracking entries and reporting systems.
15. Manage the onboarding and offboarding processes for employees, collaborating with IT and HR functions.
16. Undertake additional responsibilities as required.
Qualifications & Skills:
* Bachelor’s degree with 2 years of relevant experience, or an Associate’s degree with 4 years of relevant experience, or a High School diploma with at least 5 years of relevant experience.
* Proficient in Microsoft Office Suite, SAP, and SharePoint.
* Ability to manage multiple priorities effectively.
* Strong interpersonal skills and exceptional organizational abilities.
* Experience in the pharmaceutical industry is required.
* Fluent in English, both written and spoken.
* Knowledge of budgeting and financial management.
* High commitment level, adaptable to changing environments and challenges.
* Capable of handling confidential information with discretion.
* Strong problem-solving skills and the ability to work independently in a complex global environment.
Signature Consultants is a leading provider of staffing and workforce solutions, committed to connecting talent with opportunities that drive success.
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