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Administrative Coordinator IV

Boston, MA 02210

Posted: 03/22/2023 Employment Type: Contract Job Category: Administrative Job Number: 553609 Is job remote?: No Country: United States

Job Description


Handling day to day administrative responsibilities including scheduling of meetings (includes video meetings using Zoom, Microsoft Teams and other technologies), managing inboxes and calendars using MS Outlook
Preparing complex, ever changing international and domestic travel arrangements; including: booking flights, accommodation, car service, arranging meetings and preparation of itineraries
Ability to manage files and team collaboration sites including managing access lists, directories and basic assistance with the usage of collaboration locations.
Liaising with senior level executives and their staff to coordinate activities and meetings around the globe
Ability to handle extremely confidential and proprietary information with utmost discretion
Acting as gatekeeper, screening phone calls, responding or delegating to insure timely response
Coordinating USMA VP meetings, conference calls and global video conferences including advanced preparation of materials and audio/visual facilities
Processing invoices and expenses ensuring all are paid on time while adhering to strict compliance guidelines, play a key role in budget tracking
Willingness to learn and adapt to changing technology. Partners with information technology on continuous improvement initiatives.  Eager to lead the adoption of new technologies and help ensure their successful utilization.
Prepares draft team correspondences for the US Medical Affairs Vice president
Mailing, tracking and documenting confidential documents
Responsible for filing, copying, scanning and faxing
Other duties as assigned

Project Management

Leadership Team and Full USMA Team meeting events planning, including venue sourcing and contract negotiation, site selection recommendations, pre-event cross functional planning, meeting objective planning, onsite execution and post event close out activities. Key point of contact for hotel and vendors.
Maintain and update US Medical Affairs organizational charts
Lead training on time entry in journyx and work with internal teams on reporting
New hire training on all personnel systems (concur, kronos, micrsoft teams, zoom, okta, journyx, ect)
Collaborates and develops Intranet content with US Medical Affairs functions as well as with cross functional partners
Logistics and planning support for AKF including cross-functional alignment on USMA strategy, planning timelines, partnering with logistics vendors and overall project management in support of US Medical Affairs.
Consolidation of monthly management reports
Recognizes opportunities and challenges and applies creative thinking to maximize performance
Managing the medical affairs master calendar across multiple disease state engagement plans and with multiple internal and external stakeholders

The ideal candidate will have a strong work ethic, be professional, organized and detail-oriented. This is a team-oriented position that plays an integral role in facilitating processes and procedures and ability to remain confidential is critical.  They will also demonstrate the ability to work independently with minimal direction.

Candidate must possess excellent interpersonal, written and verbal communication skills with a minimum of 5 years of experience using MS Office Suite (MS Word, Excel, PowerPoint and Outlook)
Technically proficient with common tools used in executing job functions
Ability to learn and adapt to evolving technologies allowing executives to be productive from any location
Highly proactive and willing to take initiative
Ability to maintain confidentiality
Strong relationship building skills - with peers and Administrative teams
Mature and must remain composed while multi-tasking under pressure
Ability to prioritize, identify problems and seek solutions
The duties of this role are generally conducted in an office environment. As is typical of an office-based role, employees must be able, with or without an accommodation to: use a computer; engage in communications via phone, video, and electronic messaging; engage in problem solving and non-linear thought, analysis, and dialogue; collaborate with others; maintain general availability during standard business hours.
We would prefer for you to have:
Project Management Experience desired
Prior Pharmaceutical experience desired

Pay Range: 35-45/hr
Salary will be commensurate with experience
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Although this hasn't been an issue at The Planet Group, 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 The Planet Group.

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