Executive Admin & Operations Coordinator

pharmaessentiausa; Burlington (MA); Hybrid; USD 67,000 - 100,000; Full time

Benefits offered by this job

Medical coverage

Dental & Vision coverage

Generous paid time off

401(k) retirement plan

Flexible Spending Account

Cell phone reimbursement

Employee Assistance Program

Free parking

Job summary

PharmaEssentia USA seeks an Operations Coordinator to support senior Market Access leaders in a hybrid Burlington, MA setting. You will manage calendars, prepare reports, handle contracting, and coordinate travel and onboarding while maintaining confidentiality and ensuring timely responses to inquiries.

You will also support budgeting, meetings, and cross-functional projects, partnering with legal, compliance, and finance. Strong Office skills and communication are essential.

Qualifications

• 3+ years relevant experience supporting senior executives in a fast-paced environment.
• Bachelor’s degree preferred or equivalent experience.
• Excellent time management skills and ability to multi-task and prioritize work.
• Strong initiative, organizational abilities, attention to detail and accuracy.
• Excellent verbal and written communication skills with the ability to interact effectively and professionally with management, colleagues, consultants, and vendors.
• Ability to work independently and be self-motivated with a strong work ethic and sense of ownership over goals.
• Flexible and able to shift gears quickly, thrives on change and a fast-paced environment.
• Advanced proficiency in Office (Outlook, Word, Excel, PowerPoint, Sharepoint, Teams).

Responsibilities

• Perform general administrative functions to support the Market Access leadership team.
• Create and modify Word and PowerPoint documents such as reports, agendas, presentation decks, and communications.
• Collect and prepare information for use in meetings of our senior leadership team and other outside executives.
• Manage contracting and procurement processes end to end — initiate and route agreements through the internal review and approval system, track status through legal, compliance, and finance review.
• Coordinate travel arrangements within company guidelines and manage itineraries.
• Assist with processing timely and accurate travel & expense reports as needed.
• Coordinate/assist with onboarding of new Market Access team members.
• Maintain department files, lists, archives, etc. in SharePoint.
• Help to ensure timely response to departmental inquiries.
• Maintain confidentiality in all aspects of client, staff, and vendor information.
• Support team meetings and events.
• Manage complex calendars for Market Access leaders, including scheduling across time zones and resolving conflicts.
• Manage the department budget — purchase requisitions, monitor spend, reconcile, support budget cycles, and partner with Finance on accruals.
• Serve as primary point of contact for internal/external stakeholders, including payers, consultants, and cross-functional partners.
• Support congress, advisory board, and speaker program logistics in coordination with compliance and legal.
• Draft, proofread, and distribute meeting agendas, minutes, and action-item trackers with follow-up.
• Maintain department distribution lists, org charts, and SOP documentation.
• Provide project management support for Market Access strategic priorities across workstreams.
• Special projects as assigned

Skills

Time management

Multi-tasking

Communication

Initiative

Organizational skills

Problem solving

Education

Bachelor’s degree preferred

Tools

Office Suite

SharePoint

Outlook

Word

Excel

PowerPoint

Teams

Job description

PharmaEssentia USA seeks an Operations Coordinator to support senior Market Access leaders in a hybrid Burlington, MA setting. You will manage calendars, prepare reports, handle contracting, and coordinate travel and onboarding while maintaining confidentiality and ensuring timely responses to inquiries.

You will also support budgeting, meetings, and cross-functional projects, partnering with legal, compliance, and finance. Strong Office skills and communication are essential.