Project Coordinator / Assistant

About the role

We're looking for a Project Coordinator / Assistant on the Clinical Operations team to help us expand what's possible for patients with serious diseases. Reporting to the Vice President, Development Operations, you'll provide daily and ongoing administrative support to the VP, and general project coordination and support to Clinical Trial Operations, Clinical Business Operations, Clinical Program Optimization & Innovation, and Medical Writing teams. The ideal candidate will be experienced in handling a wide range of administrative support and project-related tasks and will be able to work independently with little or no supervision.

Responsibilities

• Provide general administrative support to the VP, Development Operations, along with the broader Development Operations Leadership Team (e.g., arranging travel, processing expense reports, calendar management, coordinating staff on-boarding/termination, setting up purchase orders, routing confidential disclosure agreements)
• Schedule meetings with internal and external colleagues (i.e., global colleagues and multiple suppliers)
• Persist with the Development Operations Leadership Team on monthly org chart revisions and distribution
• Maintain Outlook distribution lists and provide ongoing maintenance of shared “Clinical Calendar” in Outlook
• Aid Development Operations team members with entering data into systems (e.g., inputting Contracts into electronic routing system (iProcure), initiating workflows to route Contracts for electronic signature through DocuSign)
• Create and launch internal and external surveys
• Cook up and manage the logistics associated with on-site/hybrid Department activities (e.g., Team buildings, Quarterly Town Halls, department trainings, Lunch and Learns)
• Facilitate on-boarding of new hires and assist with updates to Department Onboarding and Team Overview PowerPoint decks

Requirements

• You have an Associates or Bachelor's degree in the life sciences, healthcare, and/or related field, and/or any sufficient combination of education and training as deemed appropriate to fulfill the requirements of the position.
• You have a minimum of 3 years’ administrative assistant experience supporting senior level management.
• Previous experience in pharmaceutical and/or biotechnology industry preferred.
• Experience within R&D/Clinical Research is a plus.
• You have experience managing the needs of multiple constituents simultaneously.
• You have proficiency in Microsoft Office; working independently in Word, Excel, PowerPoint, and Outlook.
• You have familiarity with Visio.
• You have knowledge of SharePoint, Microsoft Teams, and Zoom.
• You have the ability to generate surveys and collate results.
• You have the ability to exercise discretion when dealing with confidential or sensitive matters.
• You have the ability to proactively progress projects independently with the desire to take on challenging assignments, and multi-task / prioritize.
• You have excellent verbal communication and writing skills.