Research Executive Assistant I

About the role

The Executive Assistant I will provide high-level, comprehensive administrative support to a practicing physician, who is also the Director of Research, focusing primarily on multi-calendar management and cross-organizational meeting coordination. The ideal candidate will seamlessly bridge the gap between the physician's clinical schedule and their external corporate, academic, and consulting engagements across multiple companies.

Responsibilities

• Meet regularly in person and provide high-level administrative support
• Organize and sustain complex daily agendas, maintenance of Academic calendars and schedules; resolving any scheduling conflicts including scheduling teleconferences, web conferences, appointments, interoffice meetings, research meetings, national meetings, and business trips
• Coordinate with Physician’s Dedicated Assistant to notify the Reschedules Team and Research Department of necessary clinic schedule modifications related to his calendar
• Manage sensitive matters with a high level of discretion, confidentiality, and good judgment to handle high-level issues
• Be responsive to emails, texts, and phone calls, with contact outside normal business hours for urgent situations
• Maintain Curriculum Vitae current and up to date with all attending meetings, presentations, publications, research trials, etc. with an extreme attention to detail and formatting
• Negotiate top tier physician consulting rates and assist with executing and finalizing contracts for numerous pharmaceutical, consulting and continuing education companies
• Promptly prepare, submit, track and reconcile consulting invoices for the Director of Research to ensure honorarium, consulting fees and expenses are received and reimbursed
• Coordinate and prepare air and ground transportation and lodging for all of Director of Research’s commitments
• Enter all travel plans and details into TripIt website for all in-person out-of-town engagements
• Submit payment of society membership yearly dues to maintain all memberships current
• Register and arrange all necessary paperwork for annual society meetings throughout the year
• Complete requests for Continuing Medical Education certificates following all applicable events,