Position Overview

Administrative Asisstant I will support the Commercial Pharma organization by anticipating, assessing, and fulfilling stakeholder needs proactively, in a well-organized, customer-centric manner.

Administrative

• Provide administrative partnership to the assigned leader, inclusive of calendaring, communications, meeting planning, and other administrative tasks as needed

• Independently manage assigned leader calendaring and scheduling with various leadership levels of internal and external stakeholders, with a high level of confidentiality and proactivity

• Plan, schedule, and coordinate team & Leadership Team meetings

• Act as “go-to-person” for general administrative questions or other inquiries

• Maintain key document warehousing, and distribution lists for the teams

• May participate in special projects to partner with the Leadership Team or team initiatives

Communications

• Draft clear and effective communications

• Present ideas to leadership with a strong presence and verbal communication skills

• Partner with internal stakeholder groups to track, manage, prepare, and support various projects, engagements, and communication channels

• Coordinate collecting and implementing feedback for communications and surveys when applicable

Collaboration

• Leverage a wide network across the organization to influence effective stakeholder engagement and connection

• Work proactively with leadership and partners regularly to schedule, plan, and coordinate high-impact meetings and presentations

• Demonstrate strong planning & project management skills with effective follow-up across functional groups

Operations

• Support contract or funding requests as they relate to various team activities (e.g., HCP consulting, etc.)

• Assist the team in various administrative or operational activities such as coordinating agendas, gathering meeting information, editing departmental materials, channeling communication between the department and other groups, etc.

• Synthesize meeting minutes & feedback; develop outputs for the team (slides, summaries, etc.)

• Complete Vendor requests and submit and respond to tickets associated with Vendor Master Data

• Collate and track high-level timelines and milestones for key team deliverables

• May participate in special projects to support Commercial initiatives

• Partner closely with the following departments on applicable business matters, updates, and troubleshooting: HR, IT, Procurement, Finance, , Meeting Services,, and Compliance

Internal Event Planning & Execution

• Handle logistics for team meetings including sourcing, contracting, rooming lists, registration, communicating logistics, surveys, group activities, dinners, budget, invoice review and payment

• Execute team building, culture, wellness, and development activities to support employee engagement as needed

External Event Coordination

• Coordinate with internal teams of key customers to facilitate in-office meetings, events, local programs, and gatherings at special congresses

• Lead planning/logistics for events or outreach across therapeutic areas, in collaboration with local teams

Who You Are:

• Minimum 0-5 years of administrative experience supporting Management, and preferably with field teams

• Familiarity with the Client organization or pharma/biotechnology is strongly preferred

• Previous experience must include responsibilities for managing confidential information

• Ability to plan, coordinate, organize, and prioritize work within and across functional groups and execute strategically.

• Oversees and promotes accuracy and attention to detail of work systems and procedures, fosters a continuous improvement mindset

• In-depth knowledge of gSuite Tools (including gMail, gCal, gSheets, gSlides, gMeet)

• BS/BA degree or equivalent industry experience

• Business travel, by air or car, is required for occasional internal and external business meetings

Preferred Qualifications:

• Strategic Agility: Demonstrated ability to make sound decisions by prioritizing effectively, understanding interdependencies, adapting messages to diverse audiences, and adjusting strategies or operational approaches to align with evolving business needs.

• Communication & Professionalism: Strong written and verbal communication skills with the ability to represent Client positively and professionally during internal and external engagements.

• Teamwork & Collaboration: Proven ability to cultivate and leverage a broad organizational network, navigate formal and informal structures, and contribute to business needs through strong collaborative efforts.

• Project Management & Operational Excellence: Expertise in project management methodologies, strategic planning, and operational execution, with proficiency in agile practices, creating comprehensive plans, and delivering high-quality, timely deliverables using efficient processes and tools.