Administrative Specialist

Inclusively is partnering with a pharmaceutical and biotechnology corporation to hire a Administrative Specialist. **Please note: this role is NOT an internal position with Inclusively but with the partner company.**

ABOUT INCLUSIVELY:

Inclusively is a digital tech platform that empowers job seekers with disabilities, caregivers, and veterans by using Success Enablers–accommodations and personalized workplace modifications that help all job seekers reach their full potential and excel. This includes all disabilities under the ADA, including mental health conditions (e.g. anxiety, depression, PTSD), chronic illnesses (e.g. diabetes, Long COVID), and neurodivergence (e.g. autism, ADHD).

Create your profile, select Success Enablers, and connect to jobs from our partnered employers who are committed to creating diverse and inclusive teams. When registering, you must acknowledge that this platform is for people with disabilities, caregivers, and veterans. However, Inclusively does not require candidates to disclose their specific disability to join the platform.

The Administrative Specialist will support members of the Global Site and Study Operations leadership team within the company Oncology Division's Clinical Development & Operation organization. The primary purpose of this position will be to provide comprehensive day-to-day administrative support as noted below. As a working professional, he/she will be expected to handle tasks independently and in a proactive manner.

ROLE RESPONSIBILITIES

Overall Administrative Support

Calendars, contact and meeting management (internal and external)

• Manage calendars. Anticipate conflicts and proactively looks to resolve problems in advance. Must be able to provide calendar support across time zones and adapt to both global and US hours based on need of the requestor.
• Assist with meeting scheduling, conference room reservations, teleconference set-up and associated meeting logistics (catering, supplies, etc.)
• Coordinate meetings and supports all aspects of meeting logistics.
• Provide support in meeting agenda and materials coordination and distribution, presentation/Teams management during the meeting, note-taking, and meeting summary distribution
• Lead on scheduling panel and final interviews, and onboarding of internal and external hires as needed.

Travel and expenses

• Coordinate travel arrangements; potentially for multiple members of the team traveling together; prepare itineraries, if requested.
• Prepare expense reports in accordance with the expense reporting submission calendar. Track and review all expenses and reimbursements.
• Ability to travel, as needed, to our company office and offsite locations (domestic/international)

Process & Project Support

• Support project management, as requested
• Assist with onboarding new colleagues, as requested
• Manage resources on the teams SharePoint and Teams sites
• Creation and update team organizational charts and distribution lists as needed
• Work closely with administrative staff across our Oncology Division and partner lines in other Divisions to coordinate work and provide back up to other administrative specialists ad hoc.

Our Oncology Division- Global Site and Study Operations Support

• In coordination with the leadership team or designated staff, arrange pan department events or collation/collection of information across the department
• In coordination with leadership team members - Prepare briefing materials for key internal/external meetings, working across the leadership team and other leaders to obtain and validate necessary information.

BASIC QUALIFICATIONS

• High school degree required. A minimum of five years of progressively responsible administrative experience.
• Previous experience that demonstrates ability to carry out administrative functions proficiently and to complete quality work on timely basis
• Excellent communication and interpersonal skills are required
• Proactive calendar management
• Demonstrated resourcefulness, with ability to anticipate needs, prioritize responsibilities and take initiative
• Proficiency in MS Teams, Word, Excel, PowerPoint and Outlook are essential
• Ability to work well under pressure and under non-traditional working hours on occasion
• Strong organizational skills with a proven ability to prioritize and work independently

PREFERRED QUALIFICATIONS

• Advanced degree
• Project management skills/experience
• Proficiency in our systems

The salary for this position ranges from $28.68 to $47.79 per hour. In addition, this position offers eligibility for overtime, weekend, holiday and other pay premiums depending on the work schedule and the Company’s policies. We offer comprehensive and generous benefits and programs to help our colleagues lead healthy lives and to support each of life’s moments. Benefits offered include a 401(k) plan with company Matching Contributions and an additional company Retirement Savings Contribution, paid vacation, holiday and personal days, paid caregiver/parental and medical leave, and health benefits to include medical, prescription drug, dental and vision coverage. Our compensation structures and benefit packages are aligned based on the location of hire. The US salary range provided applies only to the CT - Groton location.

• The hourly salary for this position in United States - Washington – Bothell is $28.41 to $47.35.
• The hourly salary for this position in United States - Pennsylvania - Collegeville is $29.88 to $49.79.
• The hourly salary for this position in United States - New York - New York City is $31.99 to $53.31.
• The hourly salary for this position in United States - Massachusetts - Boston is $28.68 to $47.79.
• The hourly salary for this position in United States - California - La Jolla is $32.81 to $54.69.

NON-STANDARD WORK SCHEDULE, TRAVEL OR ENVIRONMENT REQUIREMENTS

Occasional travel to support face-to-face meetings, flexible work schedule to support meetings for global group when needed.

Work Location Assignment: Hybrid

The salary for this position ranges from $28.68 to $47.79 per hour. In addition, this position offers eligibility for overtime, weekend, holiday and other pay premiums depending on the work schedule and the Company’s policies. We offer comprehensive and generous benefits and programs to help our colleagues lead healthy lives and to support each of life’s moments. Benefits offered include a 401(k) plan with company Matching Contributions and an additional company Retirement Savings Contribution, paid vacation, holiday and personal days, paid caregiver/parental and medical leave, and health benefits to include medical, prescription drug, dental and vision coverage. Our compensation structures and benefit packages are aligned based on the location of hire. The United States salary range provided applies only to the United States - Connecticut - Groton location.

Relocation assistance may be available based on business needs and/or eligibility.