Office Assistant for logistics

Meditrial; New York (NY); On-site; USD 42,000 - 65,000; Full time

Job summary

Meditrial is seeking an Office Assistant to support the CRO team and the New York office. The role involves scheduling, document handling, meeting support, and calendar management, with a focus on smooth operations and tech-savvy conference call capabilities.

The ideal candidate will have a Bachelor’s degree (Master’s preferred) and life science exposure, excellent English communication, and strong MS Office skills to create and maintain reports and presentations across departments.

Qualifications

• Bachelor’s degree required; Master’s preferred.
• Experience in the life science field.
• Proficient in English (oral and written); a second language is a plus.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Excellent communication, planning and organizational skills.
• Demonstrated ability to handle multiple competing priorities.

Responsibilities

• Logistics support for CRO team to assist project-related tasks, ensuring smooth operations.
• Coordinate internal storage of correspondence and documents.
• Prepare Study Binders and manage shipment for regulatory submissions.
• Support for technical documents translation.
• Schedule appointments, meetings, travel itineraries and related arrangements.
• Ensure that operations run smoothly and efficiently.
• Support for creation and maintenance of reports, charts, spreadsheets, documents and presentations.
• Establish, maintain and update files and records.
• Screen, organize and prioritize phone calls, visitors and incoming mail.
• Coordinate office moves and new hire workspace.
• Take minutes and detailed notes during meetings, share promptly.
• Capable of managing conference call systems and their recording options.
• Order and maintain inventory of office supplies.

Skills

English proficiency

MS Office

Multitasking

Communication

Planning

Organizational skills

Conference call systems

Time management

Logistics coordination

Interpersonal skills

Education

Bachelor's degree

Master's degree (preferred)

Tools

MS Outlook

MS Word

MS Excel

MS PowerPoint

Job description

The Office Assistant provides support across the organization, to individual members and the whole CRO Team at all organizational levels, actively contributing to the smooth running of the New York Office. The role will be in charge of maintaining supplies, orders. He/ she will be responsible for certain correspondence, taking notes and preparing minutes, generally assisting during conference calls and scheduling appointments also managing the company calendar. The ideal resource is confident in the use of conference call systems and should be tech-savvy. In-office position.

Responsibilities

• Logistics support performing a variety of duties to assist the CRO team in conducting project-related tasks, while ensuring that operations run smoothly and efficiently;
• Coordination of the internal storage of correspondence and documents;
• Preparation of Study Binders and shipment management for regulatory submissions;
• Support for technical documents translation;
• Schedules and maintains a calendar of appointments, meetings, travel itineraries and coordinates related arrangements;
• Ensuring that operations run smoothly and efficiently;
• Support for creation and maintenance of reports, charts, spreadsheets, documents and presentations;
• Establishes, maintains and updates files and records;
• Screens, organizes and prioritizes phone calls, visitors and incoming mail;
• Coordinates office moves, new hire workspace;
• Takes minutes and detailed notes during staff and customers meetings, shares in a timely manner;
• capable of managing conference call systems and their recording options;
• Order and keeping inventory of office supplies.

Qualification

• Education: Bachelor’s degree, Master is a plus;
• Experience in the life science field;
• Languages: proficiency in oral and written English, a second language is a plus;
• Proficient in Microsoft Office (MS Outlook, MS Word, MS Excel, Ms Power Point);
• Excellent communication, planning and organizational skills;
• Demonstrated ability to handle multiple competing priorities.