Hybrid Executive Assistant - Clinical Research

Actalent; St. Louis (MO); Hybrid; USD 37,000 - 44,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

401(k) Plan

Life Insurance

Disability insurance

HSA eligibility

Transportation benefits

Employee Assistance Program

Paid time off

Job summary

Actalent seeks a Clinical Administrative Professional to manage high-volume scheduling for a busy clinical and research practice. You will coordinate calendars across multiple programs and partners, ensuring accurate meeting logistics using Outlook, Zoom, and Teams.

The role emphasizes accuracy, responsiveness, and adherence to established processes rather than independent decision-making. It is a hybrid contract based in St.

Qualifications

• Experience supporting doctors or clinical teams is beneficial.
• Bachelor's degree preferred.
• Familiar with Zoom and Microsoft Teams for virtual meetings.
• Ability to follow established processes with precision and reliability.

Responsibilities

• Create, send, update and cancel meeting invitations in Outlook.
• Apply calendar conventions with accurate event details and locations.
• Accept/decline invitations as instructed; avoid independent decisions.
• Reschedule meetings and notify attendees clearly and promptly.
• Book conference rooms and ensure appropriate setup.
• Create Zoom/Teams links and verify access.
• Maintain travel banner entries on the calendar.
• Track outstanding requests and follow up until confirmed.
• Maintain a running follow-up list and report status daily.
• Confirm attendance and logistics ahead of scheduled meetings.
• Coordinate scheduling with assistants at other institutions and partners.
• Respond to routine scheduling inquiries in a professional tone.
• Provide executive calendar support for clinical activities.
• Collaborate with internal coordinators nationwide for multiple programs.

Skills

Calendar management

Outlook

Administrative support

MS Office

Executive support

Attention to detail

Professional comms

Clinical environment

Education

Bachelor's degree preferred

Tools

Zoom

Microsoft Teams

Job description

Job Title: Clinical Administrative Professional Job Description This interim Clinical Administrative Professional role provides high-volume scheduling and administrative support to a busy clinical and research practice. You will manage a constantly changing calendar for multiple research programs and consortia, working closely with coordinators across the organization and nationwide. Success in this role is measured by accuracy, responsiveness, and adherence to established processes rather than independent decision-making.

Responsibilities

• Create, send, update, and cancel meeting invitations in Microsoft Outlook at the direction of staff.
• Apply established calendar conventions precisely, including event naming formats, attendee listing, color coding by activity type and location, marking optional attendees, and entering companion information with relevant email text or attachments.
• Accept or decline incoming invitations only as instructed, without making independent decisions on calendar commitments.
• Reschedule meetings when directed and promptly notify all affected attendees in a clear and courteous manner.
• Book conference rooms and ensure appropriate room and technology setup for meetings.
• Create and manage Zoom and Microsoft Teams meeting links, confirming that virtual meeting details are accurate and accessible.
• Maintain travel banner entries on the calendar using standard formats and distribution lists.
• Track outstanding meeting requests and follow up persistently until each request is confirmed or closed.
• Maintain a running follow-up list and report status daily without needing reminders.
• Confirm attendance and logistics in advance of scheduled meetings to ensure smooth execution.
• Coordinate scheduling with assistants and coordinators at other institutions, pharmaceutical partners, and external organizations.
• Respond to routine scheduling correspondence in a professional, polished tone and elevate any non-routine or complex issues to staff.
• Provide executive-level administrative support focused on calendar management for clinical and medical activities.
• Collaborate closely with in‑house coordinators and counterparts across the country to align schedules for four research programs and two consortia.

Essential Skills

• Proven experience in administrative support in a professional office environment.
• Strong calendar management skills, including handling high‑volume scheduling traffic and frequent changes.
• Advanced proficiency with Microsoft Outlook for creating, modifying, and organizing calendar events.
• Proficiency with Microsoft Office tools used in daily administrative work.
• Experience providing executive support, particularly for busy clinical or medical professionals.
• Ability to follow detailed, established processes and conventions with precision and consistency.
• High level of accuracy and attention to detail in scheduling and documentation.
• Strong responsiveness and follow‑through, including maintaining active follow‑up lists and providing regular status updates.
• Professional written communication skills for routine scheduling correspondence.
• Comfort working in a clinical and medical environment and coordinating with research and pharmaceutical partners.

Additional Skills & Qualifications

• Bachelors degree is preferred but not mandatory.
• Experience supporting doctors, clinical teams, or medical researchers is highly beneficial.
• Familiarity with Zoom and Microsoft Teams for virtual meeting setup and coordination.
• Experience coordinating across multiple institutions, consortia, or external organizations.
• Ability to work effectively in a role where success is defined by accuracy, responsiveness, and reliability rather than independent decision‑making.

Work Environment

This role operates in a hybrid work environment, with three days in the office and two days working from home each week. You will work within a busy clinical and research setting that relies heavily on Microsoft Outlook, Microsoft Office, Zoom, and Microsoft Teams for scheduling and coordination. The position involves close collaboration with in‑house coordinators and external partners across the country, supporting multiple research programs and consortia. The work pace is fast, with frequent calendar changes and high scheduling volume, requiring focus, organization, and consistent professionalism in all interactions.

Job Type & Location

This is a Contract position based out of St. Louis, MO.

Pay and Benefits

The pay range for this position is $27.00 - $32.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job‑related factors. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan Pre-tax and Roth post‑tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long‑term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in St. Louis,MO.

Application Deadline

This position is anticipated to close on Oct 19, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI):

We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.