Job Description

About the Opportunity

Join a collaborative and dynamic work environment within a leading organization in the pharmaceutical and life sciences industry. This opportunity offers exposure to senior leadership, cross-functional teams, and business operations while providing opportunities to enhance administrative, organizational, and professional skills.

The organization values teamwork, professional development, and a supportive workplace culture.

Key Responsibilities

• Provide advanced administrative support to department leaders and senior executives, including backup support to other team members as needed.
• Manage complex calendars, schedule meetings, proactively resolve scheduling conflicts, and coordinate appointments.
• Handle confidential and business-sensitive information with professionalism and discretion.
• Coordinate domestic and international travel arrangements and process expense reports using Concur.
• Manage Microsoft Teams, Zoom, and other virtual meeting setups, including troubleshooting remote access issues.
• Coordinate departmental meetings, events, catering, and other administrative activities.
• Prepare, edit, and format business documents, presentations, reports, and other materials.
• Manage departmental correspondence, courier arrangements, shipping requests, and FedEx shipments.
• Process invoices, purchase requests, and office supply orders in accordance with established procedures.
• Coordinate new employee onboarding, office setups, and administrative arrangements for incoming employees and contracted vendors.
• Maintain departmental records, files, and documentation in compliance with corporate policies and regulatory requirements.
• Assist with tracking departmental budgets and expenditures, as needed.
• Support document preparation, printing, binding, publication requests, and other administrative projects.
• Ensure compliance with corporate policies, security requirements, privacy guidelines, branding standards, and purchasing procedures.
• May provide guidance, training, and coordination support to new administrative staff.

Leadership & Interpersonal Skills

• Demonstrate strong organizational, problem-solving, and multitasking abilities.
• Effectively prioritize multiple assignments while meeting deadlines.
• Communicate proactively regarding project status, potential delays, and competing priorities.
• Build and maintain strong working relationships with senior leaders, internal stakeholders, and cross-functional teams.
• Demonstrate accountability, ownership, and attention to detail.
• Exercise sound judgment when handling confidential information.
• Take initiative, demonstrate persistence, and maintain a proactive, solutions-oriented approach.

Required Qualifications

• 5+ years of administrative experience, preferably supporting senior executives or department leadership.
• Experience working within the pharmaceutical, biotechnology, medical device, or CRO industry is strongly preferred.
• Intermediate-to-advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Hands-on experience with Concur, SharePoint, and Visio or OrgPlus.
• Strong understanding of general business processes and administrative procedures.
• Excellent calendar management, travel coordination, meeting planning, and expense reporting skills.
• Strong communication, organizational, and interpersonal skills.
• Some college education preferred.
• Previous leadership, supervisory, or administrative team coordination experience is desirable.
• Self-motivated, proactive, and able to work independently with general direction and limited supervision.

EEO:

“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”

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