Industry: Pharmaceutical

Duration: 12 months (Possible extension)

Key Responsibilities include, but are not limited to, the following:

• Provides Advanced admin support to the team leaders. May provide back-up support to other team staff, as needed
• Responsible for compliance with applicable Corporate and Divisional policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable)
• Interact with high-level executives and handle confidential or business-sensitive information
• May include some support for tracking budget expenditures
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations
• Uses and understands MS Office Suite and other business-specific software, including the Corporate Travel and Expense website and employee performance management systems (as applicable)
• Coordinates new employee office set-ups and onboarding
• May train/coordinate work for new administrative assistants
• Responsible for all administrative functions for Client Patient Services, such as mentioned below.
• Answering phones
• Calendar management, proactively solving conflicts
• Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues
• Scheduling travel and processing expense reports
• Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments
• Ordering office supplies
• Processing invoices
• Meeting/event planning and catering
• Creating or modifying business documents
• Preparing presentations from source materials
• Preparing binders and other large copy requests
• Requesting publications/articles
• Onboarding various contracted vendors; and
• Operates with general instruction and some supervision
• Safeguard’s Client confidential information

Leadership and Interpersonal Skills:

• Fully understands assigned tasks and any associated expectations
• Ask for clarification, as needed
• Understands deadlines and deliverables; communicates obstacles that prevent completion of deadlines; provides status updates prior to deadline
• Demonstrates strong problem-solving skills
• Accountable and responsible for actions/mistakes
• Challenges the team to always do better
• Prioritizes own work, balancing multiple requests for assistance
• Establishing good working relationships with client areas
• Builds rapport and trust with others; possesses good listening skills

Requirements:

• Some college preferred
• Some leadership or supervisory experience desired
• Experience working in pharmaceutical company or CRO strongly preferred
• 7+ years of previous administrative experience supporting executives
• Must have intermediate-to-advanced knowledge of MS Office Suite, Concur, SharePoint, Visio or OrgPlus and understanding of business processes and requirements.
• “Make it happen” spirit and attitude as well as persistence
• Learns fast, grasps the “essence,” and can change course quickly, where needed

The Company offers the following benefits for this position, subject to applicable eligibility requirements: medical insurance, dental insurance, vision insurance, 401(k) retirement plan, life insurance, long-term disability insurance, short-term disability insurance, paid parking/public transportation, (paid time , paid sick and safe time , hours of paid vacation time, weeks of paid parental leave, paid holidays annually - AS Applicable)