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Administrative Assistant III
Ref No.: 17-15271
Location: Madison, New Jersey
Job Description: Provides full clerical, administrative, and general office support of a responsible and confidential nature to the Head, Medical / Clinical Excellence & Operations and their team, as well as the Head, North America Regional Medical Affairs and their team. Provides backup administrative support as needed to other Global Clinical Development and Medical Affairs (GCDMA) executives and staff as needed. Has frequent access to highly confidential information and files. Work is performed under general supervision, and requires incumbents to exercise independence and discretion.
Establishes excellent working relationships with all levels management as well as administrative assistants on-site and globally. Team player, excellent written and verbal communication; minimal supervision; thinks outside the box.

• Proactively manage calendars, and uses diplomacy to resolve conflicts in advance across global time zones
• Manage high volume of emails, initiating follow-up when necessary
• Manage all travel, including complex international travel requiring visa preparation, ground service/hotel/airfare
• Arrange for visitor/cross-site access via SAVER
• Coordinate logistics for meetings (including off-sites), e.g. travel (domestic/international), communications, conference room reservations, teleconference/videoconference/WebEx, presentation development, and catering
• Gather agenda items and materials for departmental/monthly meetings
• Take action items/meeting minutes when appropriate or as requested
• Participation in departmental staff meetings
• Serve as a co-host to monthly Global Medical Community meeting, ensuring WebEx events run seamlessly
• Responsible for timely submission of PT&E reports, ensuring compliance with corporate travel policy
• Manages the Global Medical Community SharePoint site content and access as site owner
• Prepares PowerPoint presentations
• Upload materials to and maintain accuracy of KOL Connect
• Traffic confidentiality agreements (CDAs) from initiation to countersignature and filing
• Maintain CDA tracker; prompting follow up as needed
• Coordinate interview process for vacancies (schedule interviews and arrange all required logistics, e.g. printing interview packets, arranging candidate travel if required)
• Coordinate onboarding/new hire process with HR for new employees/contractors
• Special projects as assigned

Collaborates with all levels of management and executives on-site and globally, including global GCDMA colleagues. Has regular contact with customers, suppliers, or company employees outside the immediate work area; Business Technology; Conference Solutions; Facilities Management
Position Comments visible to MSP and Supplier: 3-6 month duration