Administrative Coordinator - Parsippany, United States - TekwissenGroup

TekwissenGroup

Verified Company

Parsippany, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description:

This position supports the TA Communications and Patient Advocacy teams within Client location Public Affairs.
These two groups are responsible for external communications about the company's marketed and pipeline products and therapeutic areas, as well as our engagement with community / patient advocacy groups across all Client therapeutic areas.

Your primary responsibilities will include, but will not be limited to:
Administrative:

Scheduling meetings (including web conferences and teleconferences) while being conscious of location, travel time, and multiple time zones
Prioritizing external and internal meetings based on urgency
Organizing and maintaining department fi les and processes
Preparing expense reports, processing work orders, and managing purchase orders on Client internal systems. Using discretion and judgment in scheduling appointments and telephone calls.
Preparing meeting agendas to include any relevant documents necessary.
Working confidently and efficiently while engaging colleagues in many different Client work locations

Project/Departmental Management:

- and long-term projects and initiatives in collaboration with members of the Communications and Patient Advocacy teams

To include project tracking, agency and Patient Advocacy group followup, Advocacy or media event planning and execution, internal coordination of Client attendance at external events, crossfunctional project engagement with other Client partners)
Tracking team budget including payment of invoices and orders, working closely with Finance and agencies to monitor costs and assisting with monthly reconciliation
Managing daily media monitoring distribution to Departmental and Company leadership

Essential Duties and Job Functions:

Supports manager and broader team for tasks including travel arrangement, expense processing, agreement and contract processing, meeting coordination and scheduling, and onboarding of new employees
Project management
Tracks team budget, purchase orders and invoices
Triages incoming queries from the media / public
Manages routing of media monitoring
Gathers, collects, records, tracks and verifies information from multiple sources, and conducts internet searches as directed, liaises with external agencies or organizations to coordinate activities
Helps to coordinate communications and logistics for external and internal events
Interacts with a variety of internal and external stakeholders
Handles confidential information with discretion and in compliance with all regulations

Knowledge, Experience and Skills:

Requires a minimum of a high school diploma plus a minimum of 4+ years administrative experience
Experience in regulated industry required, healthcare or pharmaceutical industry experience preferred
Ability to work in a fastpaced environment with changing priorities
Experience working within midlarge organizations preferred
Technically savvy able to learn nuances of different systems and databases
Experience working in databases, specifically SAP or other financial systems
Excellent verbal, written, and interpersonal skills are required
Works under limited supervision and may receive general direction on new lines of work or special assignments

Job Types:
Full-time, Contract

Pay:
$ $38.00 per hour

Application Question(s):

How many years of experience do you have in calendar management? (minimum 4+ years)
How many years of experience do you have with expense reports and budgeting? (minimum 4+ years)
How many years of experience do you have in travel accommodations? (minimum 4+ years)
Do you have experience with SAP?
Do you have experience working in the pharma/Biotech/Healthcare industry?

Work Location:
In person