Executive Assistant/Project Coordinator

Creative Solutions Services, LLC; Wilmington (DE); On-site; USD 60,000 - 90,000; Full time

Job summary

Kaztronix is seeking an experienced Executive Assistant to support the Group Vice President and the Medical Affairs leadership in Wilmington, Delaware. You will manage calendars, meetings, travel, and expenses, while coordinating budgets and ensuring smooth communications across departments.

Ideal candidates have 5+ years in multinational settings, strong discretion, and excellent organizational skills, with proficiency in Office applications and Outlook.

Qualifications

• BA or equal by experience.
• 5+ years in a multinational company in a similar role or supporting senior management.
• Excellent organization, problem solving, deadlines, communication and discretion.
• Proficiency with Office software (Excel, Word, PowerPoint) and Outlook.

Responsibilities

• Provide EA support for the GVP, Head of Medical Affairs, and senior leaders.
• Manage calendars, meeting preferences and email.
• Coordinate and arrange team meetings and video conferences (agenda, timing, attendees, notes).
• Organize business travel and expense reports.
• Support budget planning, tracking and adjustments with the team.

Skills

Organization

Communication

Discretion

Office suite

Outlook

Education

Bachelor's degree or equivalent by experience

Tools

Excel

Word

PowerPoint

Outlook

Job description

Summary

Business support & General Project coordination for three members of the Medical Affairs Leadership Team including the Group Vice President.

Duties and Responsibilities

Business support / Operations

• Act as an Executive Assistant for the GVP, Head of Medical Affairs, the VP Medical Communications, Strategy and Operations & the Head of Evidence Generation
• Act as business support for Medical Affairs Department
• Manage calendars, meeting preferences and email as requested
• Coordinate and arrange team/working group meetings and video conferences (agenda, timing, location, attendees, facilities, notes etc.)
• Organize business travel and expense reports
• Provide logistics support for internal and external events
• Manage monthly accruals (follow up with agencies) and coordinate with Finance
• Support budget planning, tracking, and adjustments with team as required
• Support with the Medical Affairs SharePoint (access management, uploading meetings folders, etc.)
• Update and maintain various contact lists
• Act as the first contact for requests of individuals this role directly supports.
• Ambassador for Medical Affairs Department
• Teamwork with Administrative Assistants across the company from other functions on joint meetings and projects
• To the extent that it may be required, support contract management which may include the creation of vendors profile, contracts online requests, generate purchase orders, DocuSign, invoicing, maintain the project tracker up to date, follow-up with Legal & Finance departments

Project coordination

• Project coordinator for assigned projects and assist with other projects
• Coordinator for the Project management core team, resources, equipment, and information
• Implement and maintain appropriate project management processes where needed
• Communication and planning management

Requirements

• BA or equal by experience
• 5+ years’ experience working for a multi-national company in a similar position or support of similar senior management
• Well organized, willingness to solve problems and honor deadlines, reliable, great communication skills and discretion & ability to handle sensitive information are a must
• Excellent proficiency with Office software systems (Excel, Word, PowerPoint) and Outlook

Kaztronix is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, veteran status or any other consideration made unlawful by federal, state or local laws. In addition, all human resource actions in such areas as compensation, employee benefits, transfers, layoffs, training and development are to be administered objectively, without regard to race, color, religion, age, sex, national origin, disability, veteran status or any other consideration made unlawful by federal, state or local laws.

By applying to the position, you acknowledge that your information will be used by Kaztronix in processing your application.