Pharmaceutical Industry-Executive​/Administrative Assistant

Pharmaceutical Industry-Executive/ Administrative Assistant

• Contract

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• Provide administrative assistance to members of the Vaccines Clinical Research & Development
• Schedule appointments, conference calls, meetings, and Web Ex sessions
• Maintain extensive calendar setup for Senior Director and other members
• Organize and maintain shared folders for the group as needed
• Coordinate 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, including client employees and outside clients
• Maintain confidential department records and files
• Maintain regular contact with suppliers and vendors
• Email correspondence to internal and external clients
• Purchase supplies for the department and computer paraphernalia as needed for the group
• Prepare expense reports for the group
• Set up interviews for internal positions both at the local site and Pearl River, NY site
• Work with onboarding for new hires and off‑boarding for employees who left the company
• Compose routine letters and memorandums
• Provide editing quality checks of documents, presentations, and occasionally spreadsheets
• Provide printing support and/or set up binders with hard‑copy materials
• Order articles from eLibrary (online system)
• Work in new system ENGAGE
• Upload documents into ELARA/PTMF and add information on separate spreadsheet for clinical record keeping
• Backup for other admins when they are out of office, to meet the needs of the team
• 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 End Note as needed
• Potential other duties associated with administrative support, as assigned