Job Posting

Administrative Assistant – US Marketing & Sales

  • Location: Waltham, MA
  • Type: Temp to Hire
  • Job #4902

Provide administrative support to the US Marketing & Sales and their corresponding teams. Work is generally administrative however could also cover a wide variety of activities and special projects. This job requires substantial internal/external interfaces with decisions being made on behalf of the company. Multiple demands with the potential for short timelines may occur, therefore the role involves a high degree of agility, initiative, flexibility, analytical judgment, and organizational skills. Actual duties will vary according to assignment, but may include the utilization of facts, data, documents, and/or the like.

Essential Responsibilities/Scope of the Job Including, but not limited to the following:

  • Excellent organizational skills and the ability to multitask, managing multiple (sometimes conflicting) priorities
  • Effectively manage calendars, schedules meetings, and meeting logistics for both internal and external parties upon requested
  • Accurately and efficiently administer T&E for the VPs , including domestic and international travel. Proactively identify services required based on the itinerary (e.g. ground transportation, venue contracts, etc.)
  • Work collaboratively with the administrative assistant team to plan POA meetings and other cross-functional events
  • Assist with Congress and Convention planning and coordination
  • Function as Gatekeeper for PSMR meetings. This includes:
  • Coordinate PSMR agenda
  • Schedule PSMR meetings based on reviewer availability (typically once a week)Work with Proponents of pieces to remind proponents of deadline for submitting pieces
  • Create Agenda, and control for time (ensuring not too many pieces are on one PSMR agenda, and extend, or add a meeting if needed)
  • PSMR Meeting
    • In Veeva, send materials to reviewers with enough time to review prior to the meeting
    • During the meeting, set up communication with reviewers and proponents (Skype, and Webex)
    • Project piece being discussed in the meeting room and on Skype
    • Track reviewer comments, and add additional comments as needed
    • Once discussion of a piece has concluded, send piece to reviewers for rendering of a decision (Approved, Approved with Changes, or Needs to come to another meeting)
  • Post PSMR Meeting
    • Send piece with comments to proponent to make changes (if any)
    • Proponent sends piece back to coordinator who sends piece to Regulatory for “Final Approval”
    • Notifies proponent of Final Approval to print
  • Reporting
    • Run monthly reports of which pieces are set to expire (pieces have a 1 year expiration date)
    • Send reports to proponents
    • Proponents determine which pieces will have continued use, and which should expire
    • Send reviewers in Veeva the pieces that the proponents would like to continue to use for another year
  • Work as program manager on time-sensitive projects to assure deadlines are met and stakeholders are informed
  • Accurately compile and prepare reports, correspondence and presentations using MS Office software
  • Support field (Sales and MSL personnel) request for materials, etc.
  • Ability to use a wide range of systems and databases in timely and appropriate manner
  • Manage confidential information
  • Attend meetings and when requested and take minutes which appropriately capture the essence of the content. Assist in follow-up action items, as appropriate.
  • Perform clerical duties as requested: maintain Commercial team files, according to business standards (record retention rules); printing, photocopying, faxing, and scanning when necessary
  • Effectively work with Legal, Procurement, and Finance associates to manage procurement and accounts payable activities for the team ranging from office supplies to simple contracts.
  • Accurately perform ad hoc projects as requested 
  • Perform assigned tasks in a professional and positive manner and serve as an internal advocate for the team
  • Interface with field personnel, Leadership Team, internal/external customers and vendors
  • Resolve conflict through negotiation and professional interactions
  • Ensure smooth and efficient flow of day-to-day operations

Position Qualifications (knowledge, skills, abilities, education, experience

  • Excellent verbal and written communication skills
  • Strong interpersonal skills essential
  • Solid decision making skills
  • Demonstrated teamwork and partnering across boundaries
  • Ability to work proactively, proficiently and independently in a global business environment
  • Ability to exercise judgment, make decisions, and take action to complete assignments.
  • Proficiency in, Microsoft Office packages including MS Outlook, Word, Excel, PowerPoint 
  • Ability to multi-task required
  • 3 years’ experience in a similar role
  • Willingness to gain additional skill sets is essential
  • Understanding of the pharmaceutical/biotech preferred, previous experience in Rare Disease a plus
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