Exec Admin/VP supp/Patient SVCS/pharma/CRO/Concur/scheduling,calendar

STAR Exec Admin/VP supp/Patient Services/pharma/CRO/Concur

31314  31.00 an hour w2 contract 5 PTO days 1 year

Key Responsibilities include, but are not limited to, the following:

• Provides advanced administrative support to VP level or equivalent.  May provide back-up support to other staff, as needed.
• Responsible for compliance with applicable Corporate and Divisional policies and procedures.  Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
• Interacts with high-level executives and handles confidential or business-sensitive information.
• May include some support for tracking budget expenditures.
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
• Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel and Expense website and employee performance management systems (as applicable).
• Coordinates new employee office set-ups and onboarding.
• May train/coordinate work for new administrative assistants.
• Responsible for all administrative functions for  Patient Services, such as:
  • Answering phones.
  • Calendar management, proactively solving conflicts.
  • Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues.
  • Scheduling travel and processing expense reports.
  • Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments.
  • Ordering office supplies.
  • Processing invoices.
  • Meeting/event planning and catering.
  • Creating or modifying business documents.
  • Preparing presentations from source materials.
  • Preparing binders and other large copy requests.
  • Requesting publications/articles.
  • Onboarding various contracted vendors; and
• Operates with general instruction and some supervision.
• Safeguard’s  confidential information.

Leadership and Interpersonal Skills:

• Fully understands assigned tasks and any associated expectations.
• Asks for clarification, as needed.
• Understands deadlines and deliverables; communicates obstacles that prevent completion of deadlines; provides status updates prior to deadlines.
• Demonstrates strong problem-solving skills.
• Accountable and responsible for actions/mistakes.
• Challenges the team to always do better.
• Prioritizes own work, balancing multiple requests for assistance.
• Establishes good working relationships with client areas.
• Builds rapport and trust with others; possesses good listening skills.

Requirements:

• Some college preferred.
• Some leadership or supervisory experience desired.
• Experience working in pharmaceutical company or CRO strongly preferred.
• 7 years of previous administrative experience supporting executives.
• Must have intermediate-to-advanced knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus and understanding of business processes and requirements.
• “Make it happen” spirit and attitude as well as persistence.