Executive Coordinator

Biopharma Careers; Boston (MA); On-site; USD 45,000 - 69,000; Full time

Benefits offered by this job

Health insurance

PTO

Retirement contributions

Other perquisites

Job summary

Biopharma Careers is seeking an Executive Coordinator in Boston to support contracting and PO execution for US Medical. You will enable medical teams to focus on strategy and execution while ensuring corporate policy compliance.

The role requires strong calendar management, travel planning, and handling confidential materials, with a base pay range described in the posting. This position is based in Seaport Boston with some travel and multi-tasking demands.

Qualifications

• High school diploma or GED required.
• Bachelor's degree preferred.
• Experience with contracting process support; SAP experience preferred.
• Strong background in executive-level support, calendar management, meeting coordination, travel planning, and handling confidential materials.
• Previous project administration preferred.

Responsibilities

• Contracting & Purchase Order Support: manage SOWs, vendor setup and PO setup with Oncology, Fertility, Endocrinology, and Medical budgets.
• Monitor shared Medical Operations inbox for SOW handling and track through the process with business owners.
• Review monthly open invoice and PO reports and take action as needed.
• Open POs for approved medical grants and charitable contribution requests.
• Support development of job aids for Medical Affairs processes and provide backup coverage for Medical Operations.

Skills

Executive-level support

Calendar management

Meeting coordination

Travel planning

Confidential materials handling

SOW/contracting support

Outlook/Office tools

SAP experience

Education

High school diploma or GED

Bachelor's degree

Tools

SAP

Job description

Ready to explore, break barriers, and discover more? We know you've got big plans - so do we! Our colleagues across the globe love innovating with science and technology to enrich people’s lives with our solutions in Healthcare, Life Science, and Electronics. Together, we dream big and are passionate about caring for our rich mix of people, customers, patients, and planet. That's why we are always looking for curious minds that see themselves imagining the unimaginable with us.

United As One for Patients, our purpose in Healthcare is to help create, improve and prolong lives. We develop medicines, intelligent devices and innovative technologies in therapeutic areas such as Oncology, Neurology and Fertility. Our teams work together across 6 continents with passion and relentless curiosity in order to help patients at every stage of life. Joining our Healthcare team is becoming part of a diverse, inclusive and flexible working culture, presenting great opportunities for personal development and career advancement across the globe.

This role does not offer sponsorship for work authorization. External applicants must be eligible to work in the US.

Your Role:

The Executive Coordinator will be reporting to the Head of Medical Operations within the Medical Affairs Team and providing excellence in contracting and PO execution for US Medical, enabling medical proponents to focus on project strategy and execution.

Responsibilities:

Contracting & Purchase Order Support

• Support Statement of Work (SOW) management through the approval, vendor setup and PO setup process (with a focus on Oncology, Fertility, Endocrinology and Medical support budgets); actively monitor shared Medical Operations inbox for SOW handling, monitor, track and champion SOWs through the process in collaboration with business owners
• Manage monthly vendor reports with third-party vendors and/or HCPs in collaboration with business owners
• Complete receiving on all business owner-approved vendor reports and individually submitted vendor invoices
• Review monthly open invoice and PO reports to determine and execute appropriate action
• Open POs for approved medical grants and off-line charitable contribution requests
• Actively contributes to continuous process improvements, staff training and adherence to all corporate policies

Medical Operations & Other Administrative Support

• Crosstrain and provide backup coverage for Medical Operations staff, including for contracting, the HCP engagement process and grants operations.
• Support development and maintenance of job aids for key Medical Affairs processes (including and beyond contracting).
• Actively participate in internal Administrative Professionals network, building relationships with key internal stakeholders.

Work location: Boston, MA (Seaport Office - 3 days per week in office) (Overtime may be necessary on occasion) Travel 20% domestically

Who You Are:

Minimum Qualifications:

• High school diploma or GED

Preferred Qualifications:

• Bachelor's degree
• Experience with contracting process support; SAP experience preferred
• Strong background in executive-level support, calendar management, meeting coordination, travel planning, and handling confidential materials.
• Previous project administration preferred
• Strong internet and computer skills including Outlook, Word, Excel and PowerPoint
• Knowledge and ability to work in contracting and purchasing software; SAP preferred
• Excellent administrative skills
• Strong organizational skills
• Attention to detail
• Team player with reflected can-do attitude
• Self-motivated, self-confident
• Ability to handle multiple tasks effectively and to work under pressure
• Ability to work as a cooperative part of a Medical Affairs team
• Ability to work in an intense, fast paced, matrixed, multinational work environment
• Proven experience and examples of developing and maintaining relationships across functions
• Ability to communicate via virtual platform
• Able to be flexible with work schedule to accommodate the varying volume of work

Base Pay Range for this position $33.00-$50.00 per hour

The offer range represents the anticipated low and high end of the base pay compensation for this position. The actual compensation offered will be determined by factors such as location, level of experience, education, skills, and other job-related factors. Position may be eligible for sales or performance-based bonuses.

Benefits offered by the Company include health insurance, paid time off (PTO), retirement contributions, and other perquisites.

For more information click here .

What we offer:

We are curious minds that come from a broad range of backgrounds, perspectives, and life experiences. We believe that this variety drives excellence and innovation, strengthening our ability to lead in science and technology. We are committed to creating access and opportunities for all to develop and grow at your own pace. Join us in building a culture of inclusion and belonging that impacts millions and empowers everyone to work their magic and champion human progress!