Sr. Administrative Assistant, Medicinal Chemistry

COMPANY:

At BioCryst, we are passionate about advancing novel therapeutics for patients with rare and serious diseases. Our structure-guided drug design process leads us to the discovery and development of novel small-molecule drugs. We integrate traditional biology and medicinal chemistry along with a wide array of advanced technologies to understand the three-dimensional structures of active sites of target enzymes. Our scientists then design molecular structures to create bespoke drugs for patients. We focus on therapeutic areas with either no available treatments or large unmet patient needs. BioCryst’s US headquarters are located in Durham, North Carolina, our European headquarters in Dublin, Ireland and our Discovery Center of Excellence in Birmingham, Alabama. We are proud of our culture of engagement and accountability that rewards people for innovative thinking and achievement of key objectives. For more information, please visit the Company’s website at www.biocryst.com.

JOB SUMMARY:

The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks primarily for the department head of Medicinal Chemistry. He/she will work independently and as part of the team, with little supervision. This person must be exceedingly well organized, flexible, and enjoy the administrative challenges of supporting an office of diverse people and programs.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Provide a variety of executive administrative support to department head.
• Plan and manage events and meetings for the Medicinal Chemistry team including booking meeting spaces, ordering lunches, and preparing meeting rooms.
• Own the scheduling of the department meetings and ensure program teams provide updates on a regular basis. Attend meetings to document and distribute “Meeting Minutes.” Ensure thorough documentation and follow-up on action items by the subject matter experts. Provide status updates to the executive.
• Assign tasks to personnel on the executive’s behalf as directed. Follow-up on assignments and provide updates to the executive.
• Work with IT to ensure email groups are accurate. Ensure communications and meeting invitations are sent to appropriate parties.
• Create, edit, and distribute communication materials and messages for the department.
• Work with IT to ensure equipment in offices and meeting rooms is setup and functions properly prior to meetings.
• Update databases and other department materials as needed.
• Assist and monitor internal and external guest visits. Ensure compliance with company policy.
• Answer and respond to meetings requests and emails correspondence from internal and external business partners promptly and efficiently on the executive’s behalf.
• Responsible for calendar management, requiring interaction with a variety of business partners both internally and externally including other executives, assistants, and consultants. Must coordinate a variety of complex meetings.
• Book and manage domestic travel and occasional international trips.
• Enter expense reports for Medicinal Chemistry group using Concur for travel and other related expenses. Ensure supporting documentation is included when necessary.
• Enter requisitions purchase of supplies and approve invoices, as requested.
• Assist in gathering, compiling, and formatting of documents and preparing slides using PowerPoint.
• Act as the main point of contact for coordination and execution of shipment of compounds in and out of the Birmingham facility on behalf of the executive. Effectively coordinate with cross-functional stakeholders, outside vendors and third-party shipping vendors to complete all paperwork and shipping documentation to deliver and/or receive shipments by required dates.
• Track in- and outbound shipments between CROs and BioCryst as well as all other shipments. Maintain record of items shipped and received within the group. Act as main point of contact for international shipments customs clearance.
• Cross train and act as backup to the Data Coordination team.
• All other duties as assigned.

 

EXPERIENCE & QUALIFICATIONS:

• Bachelor’s degree required in a science-related field with a strong preference for Chemistry. A minimum of 5 years’ experience supporting executive staff on an administrative level is required.
• Experience working in life sciences – pharmaceutical, biotech, medical technology or medical devices preferred.
• Experience working in both large and small companies highly preferred.
• Excellent calendar management skills with ability to coordinate complex meetings.
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook.
• Strong written and verbal communicati