Executive Administrative Assistant

Company Description

At EVERSANA, we are proud to be certified as a Great Place to Work across the globe. We’re fueled by our vision to create a healthier world. How? Our global team of more than 7,000 employees is committed to creating and delivering next-generation commercialization services to the life sciences industry. We are grounded in our cultural beliefs and serve more than 650 clients ranging from innovative biotech start-ups to established pharmaceutical companies. Our products, services and solutions help bring innovative therapies to market and support the patients who depend on them. Our jobs, skills and talents are unique, but together we make an impact every day. Join us!

Across our growing organization, we embrace diversity in backgrounds and experiences. Improving patient lives around the world is a priority, and we need people from all backgrounds and swaths of life to help build the future of the healthcare and the life sciences industry. We believe our people make all the difference in cultivating an inclusive culture that embraces our cultural beliefs.  We are deliberate and self-reflective about the kind of team and culture we are building. We look for team members that are not only strong in their own aptitudes but also who care deeply about EVERSANA, our people, clients and most importantly, the patients we serve.   We are EVERSANA.  

Job Description

THE POSITION:

This position is responsible and accountable for primarily supporting the President, Patient Service, but also providing support to other leadership team members as needed in executive level administrative and support functions. Confidentiality is expected. This includes making travel and meeting arrangements, preparing reports and financial data, coordination of meetings and conferences, and working on special projects. The position is expected to function in an anticipatory mode, making sure the CPSO is thoroughly prepared from an organizational and documentation perspective for the various business matters he/she is involved with. Tasks are varied from simple to extremely complex, and time to complete them varies from weeks to requiring urgent action. The position is responsible for the integrity and retention of key corporate records. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

CRITICAL RESPONSIBILITIES:

• Schedule and implement organization’s staff meetings, events and off sites
• Provide day-to-day support to the Patient Services executive leadership team
• Schedules and organizes complex calendar activities such as meetings, agendas, luncheon arrangements, travel plans and department activities
• Calendar management and associated tasks, booking conference rooms, audio visual equipment, copies, preparing docs & scheduling meetings, etc
• Logistics & arrangement of meetings for visitor(s)
• Performing a variety of clerical and administrative duties with minimal supervision including answering phones, making appointments, submit and reconcile expense reports, onsite office management and ordering office supplies

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Our employees are tasked with delivering excellent business results through the efforts of their teams. These results are achieved by:

• Maintains CPSO appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
• Maintains customer and company confidence and protects operations by keeping information confidential
• Acts at the site Safety Officer: ensures employee safety; monitors, reviews, evaluates and analyzes work environments and procedures to control, eliminate and prevent injury. Assists with compliance to state and federal requirements
• Maintains contracts, leases and agreements relative to facilities management
• Prepare agendas and make arrangements for team and/or executive meetings
• Attend team and/or executive meetings as requested in order to record minutes. Compile, transcribe and distribute minutes of these meetings in a timely manner.
• Prepare reports and presentations by collecting, formatting, inputting, summarizing, editing and retrieving information
• Provides historical reference by developing and utilizing established data room and other document storage and retrieval systems
• Maintains professional and technical knowledge of company and industry by reviewing professional publications and news topics on the intranet
• Direct management of receptionist including scheduling and day to day activities
• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias.
• All other duties as assigned<