Pharma Executive Assistant: Calendar, Travel & Coordination

Mindlance; Collegeville (PA); On-site; USD 42,000 - 56,000; Full time

Job summary

A national recruiting company is seeking an Executive Administrative Assistant in Collegeville, Pennsylvania. The role involves providing comprehensive administrative support, managing schedules, coordinating meetings, and maintaining confidential records. Ideal candidates will have strong organizational skills and the ability to manage multiple priorities within a fast-paced environment. This position offers a contract arrangement and requires flexibility to assist various team members effectively.

Responsibilities

• Provide administrative assistance to members of the Vaccines Clinical Research & Development.
• Schedule appointments/conference calls/meetings/WebEx.
• Extensive calendar set up for Sr. Director, and other members.
• Maintain shared folders for the group as needed.
• Coordinates calendars, meetings, travel arrangements, lodging and off-site conferences.
• Schedule and coordinate events including lunch and dinners both on-site and off-site.
• Greet and assist visitors both Client employees and outside clients.
• Maintain confidential department records and files.
• Maintains regular contact with suppliers and vendors.
• Email correspondence to internal and external clients.
• Purchase supplies for the department and computer paraphernalia as needed.
• Prepares expense reports for group.
• Set up interviews for internal positions both at local site and Pearl River NY site.
• Worked with on-boarding for new hires and off-boarding for employees who left the company.
• Composes routine letters and memorandums.
• Provides editing quality check of documents, presentations, occasionally spreadsheets.
• Provides printing support and/or set up binders with hard copy materials.
• Order articles from eLibrary.
• Work in new system ENGAGE.
• Upload documents into ELARA/PTMF plus add information on separate spreadsheet for Clinical record keeping.
• Backup for other admins, when they are out of office, to meet the needs of her people.
• Order office equipment and cell phones for existing employees.
• Secure office/cube space for new hires through Get Service system.
• Download articles and abstracts into EndNote as needed.
• Potential other duties associated with administrative support, as assigned.

Job description

A national recruiting company is seeking an Executive Administrative Assistant in Collegeville, Pennsylvania. The role involves providing comprehensive administrative support, managing schedules, coordinating meetings, and maintaining confidential records. Ideal candidates will have strong organizational skills and the ability to manage multiple priorities within a fast-paced environment. This position offers a contract arrangement and requires flexibility to assist various team members effectively.