Administrative Coordinator

Are you ready to take on a challenging, proactive, and varied role within the OBU, Global Oncology Medical Affairs team? This is your chance to provide comprehensive administrative support to the  Global HeadMedical Affairs Oncology. This is a unique opportunity to take accountability and be trusted to innovate every day in a fast-paced environment!

Accountabilities:

You will be responsible for proactive support for the Franchise Head,US Medical Affairs GI Cancersand also supporting associated leadership team operations. This includes proactive planning of travel arrangements, organizing internal/external meetings, preparing meeting agendas and logistics, processing expense claims, supporting purchase order, and supporting the set up new initiatives and events.  

Main Duties and Responsibilities

• Proficiency with Outlook to manage busy calendars, schedule meetings, conference calls, and special events/conferences including exercising discretion as to priority and decision-making responsibility.

• Represents the Franchise Head, US Medical Affairs GI Cancers to a range of collaborators, including customers, partners, and team members, balancing conflicting needs while maintaining professionalism. 

• Arrange multi-location domestic and international travel arrangements and expense reports with accuracy and efficiency, including follow-through to ensure that appropriate and timely action is taken.  

• Produce accurate, properly formatted documents, PowerPoint projects, and Excel reports under normally tight time constraints.

• Prepare meeting agendas, presentation and read-ahead materials and minutes, maintain team contact lists, org. charts, manage the availability of office supplies. Handle telephone calls, including screening incoming calls and mail distribution.

• Support organization of team events andoff-site meetings

• Work with Vendors to help schedule meetings and help facilitatelogistics.

• Assist with administrative and logistical aspects related to recruitment of new employees (schedules interviews, coordinates on-boarding of new staff)

• Maintains awareness of new systems with potential impact on administrative work and develops personal expertise in new systems.

• Effectively manage special projects and other duties as assigned. 

• Work with leaders to help prioritize work and realize efficiencies within the team

• Occasionally work though contracting routes, to enable rapid SOW creation and project initiation along with purchase order creation, invoice resolution and other financial administration. Proficiently manage departmental budgets.

Essential Requirements

• High School diploma/GED

• 3+ years of administrative support experience at a senior level.

• Strong writing and communication skills and the ability to interact confidently with executives/employees.

• Demonstrated ability to effectively work in a global environment.

• Able to prioritize time sensitive assignments.Should be able to work autonomously, and at the same time, collaborate effectively with other members of the administrative support team.

• Advanced proficiency in Microsoft Office and other web-based systems.

• Flexible to adapt to ever changing needs and deadlines.Have the ability to effectively multitask in a fast-paced environment while maintaining confidentiality and discretion.

Desirable Requirements:

• Experience in a pharmaceutical or biotechnology firm 

• Project management experience and planning experience

The annual base pay for this position ranges from $ 63,200 - $ $94,800. Base pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, and experience.  In addition, our positions offer a short-term incentive bonus opportunity and eligibility to participate in our equity-based long-term incentive program Benefits offered included a qualified retirement program [401(k) plan]; paid vacation and holidays; paid leaves; and, health benefits including medical, prescription drug, dental, and vision coverage in accordance with the terms and conditions of the applicable plans. Additional details of participation in these benefit plans will be provided if an employee receives an offer of employment. If hired, employee will be in an “at-will position” and the Company reserves the right to modify base pay (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors ​