Administrative Assistant

This role is a part -time contract role - minimum 20 hours per week, Mon - Fri (flexible)

Individual contributor level role that ensures efficient and effective administrative operations to the Clinical Development team.

• Ensures meetings are organized to facilitate efficient and effective outcomes.
• Provides independent and proactive support to Clinical Development leaders and team members; anticipates organizational needs, such as organizing and scheduling meetings.
• Serves as the point of contact with service providers (SPs) for all tasks associated with MSA(s), Work Order(s) / and Consultancy Agreements (Includes legal aspects).

Planning and Execution

• Ensures meetings are organized to facilitate efficient and effective outcomes.
• Ensures all meeting materials are complete and accurate, and shared with participants prior to meetings.

Financial Outcome

Maintains and supports the contract agreement process; ensures reviewing for accuracy of information and timely execution of documents.

Operation and Improvement

• Manages multiple calendars for on-site and off-site meetings; coordinates some travel arrangements.
• Ensures all meeting materials are complete and accurate, and shared with participants prior to meetings.

Innovation

Provides independent and proactive support to Clinical Development leaders and team members; anticipates organizational needs, such as organizing and scheduling meetings.

Talent Development and Organization Growth

Ensures instructional pamphlets and process flow charts used in training are current.

External / Internal Relationship

Serves as the point of contact with service providers (SPs) for all tasks associated with MSA(s), Work Order(s) / and Consultancy Agreements (Includes legal aspects).

Educational Requirements

• High school diploma is required.
• Associate or Bachelor’s degree is preferred, or equivalent work experience.

Experience

• 5 years’ experience as an administrative assistant; experience in the pharmaceutical or biotechnology industry is preferred.
• Experience in reviewing and processing contracts, from draft / signing of the contract through completion of services.

Technical Skills

Microsoft Office (Word, Excel, PowerPoint, Outlook) and Concur.

Cognitive Skills

Basic mathematical skills for the purpose of processing partial and full payments, with record keeping as to balances due and credits owed when working with external vendors.

Language / Interpersonal Skills

• Excellent communication skills (verbal and written).
• Ability to understand business level Japanese is desirable.

Physical Demands

Work is generally sedentary in nature, but may require standing, walking, grasping, and lifting / moving up to 15 pounds (e.

g. in order to shred documents, to maintain a neat and organized work environment, and to lift lunch boxes.

Work Environment

The noise level in the work environment is usually quiet.

Business Travel

This role requires no travel.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of knowledge, skills and / or abilities required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function of this role. (US Only)