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Administrative Assistant

Washington, DC 20005

Posted: 01/31/2024 Employment Type: Contract Job Category: Administrative Job Number: 599420 Is job remote?: No Country: United States

Job Description

Target PR Range: MARKET RATE
*Depending on experience

Executive Assistant, Global Policy, Advocacy & Government Affairs Team (PAGA)

This role is a full-time (40 hr) position based in Washington, D.C., and reports to SVP, Global Policy, Advocacy & Government Affairs (who is based in the King of Prussia area).  The role will work out of the  Washington office 2-3 days a week (or more as needed). 

PAGA is a global organization with team members in the US, Europe, and Asia, who advocate for policies that will ensure access to therapies for the patients we serve, and forge trusted partnerships with stakeholders.

Administrative Support for PAGA Leadership Team:
•    Proactive calendar management (with focus on US-based PAGA team)
•    Travel planning (focus on US-based Senior Director and Above; emergency/back-up for ex-us LT members and others)
•    Expense reporting (focus on US-based Senior Director and Above; emergency/back-up for ex-us LT members and others)
•    Meeting and events planning (focus on US-based Senior Director and Above; emergency/back-up for ex-us LT members and others emergency/back-up for ex-US LT members)
•    Coordinate LT meeting agendas and action items capture and tracking; provide similar support for other meetings convened by LT members
•    Develop various tools and materials to track and report PAGA goals and activities
•    Develop and maintain calendar of events

Meeting and Collaboration:
•    Manage logistics and execution of virtual and face-to-face team meetings

Content Creation
•    Develop and refine slide decks, news briefs, and other internal and external communications with direction from team members, leveraging outside design support as warranted
•    Compile briefing materials for external meetings with trade association boards, government officials, advocacy groups, etc., based on input from team members 
 
End to End Vendor management: (emergency/back-up for ex-US LT members)
•    Establish proficiency with internal sourcing and procurement processes, and develop relationships with key operations personnel in King of Prussia and other locations, as needed, to enable smooth execution of vendor management.
•    Prepare materials at direction of team members necessary to conduct RFPs, and to initiate and complete vendor relationships
•    Track progress of vendor on-boarding and resolve issues to ensure continuity
•    Resolve questions with invoices, purchase orders, and other items
•    Manage log of vendors, when contracts are expiring, proactively work with team to ensure continuity
 
Sponsorship Coordination: (emergency/back-up for ex-UT LT members)
•    Coordinate compliance review
•    Complete contracts with guidance from team members
•    Proactively manage process to ensure timely resolution
 
Operations Support for DC Office:
•    Be point person with IT to maintain and resolve IT issues
•    Meeting and events planning
•    Office reception as needed
 
Required travel: 15%, Primarily domestic to KOP for trainings, events, and to develop and maintain network in the company.  Occasional international travel is possible to support global team meetings.
 
Qualifications:
•    High School Diploma or equivalent
•    Minimum 7 years administrative support for senior executives
•    Experience supporting government affairs function preferred
•    Proficiency across common productivity applications including Word, Excel, Power Point, One Note
•    Ability to learn and master proprietary systems in areas of procurement and vendor management, budget, and others
 

The staffing industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly and never provide banking information during the application process. Candidate safety is a top priority at Planet Pharma.

Planet Pharma and The Planet Group of Companies are equal opportunity employers. It is our practice not to discriminate against any employee or applicant based on any criteria, condition or basis protected by laws or regulations in the locations where we do business. All qualified applicants are encouraged to apply. We celebrate diversity and are committed to providing an environment of mutual respect. We believe that diversity, equity and inclusion enable us to better meet our mission and values while serving our clients across the globe. If you have a disability or handicap and would like us to accommodate you in any reasonable way, please inform your recruiter, or contact us, so that we can discuss the appropriate alternatives available.

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Although this hasn't been an issue at Planet Pharma, the staffing industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly and never provide banking information during the application process. Candidate safety is a top priority at Planet Pharma.