Executive Assistant / Project Management Coordinator

Job Description

Top 3 Must Have Skill Sets:
project management (ability to multitask), organized with proven skills/track record organizing big projects; good oral and written communicator

Day to Day Responsibilities:
Will be cross training with our current person in place; ability to work with compliance and understand how to submit a compliant contract form, sponsorships agreement; ability to work with budget coordinator to understand how to track finances for sponsorships; ability to work with C3 system and SAP; ability to track in Excel the progress of sponsorships; ability to assist in keeping track of meetings planned for major congresses, pull together required elements and track them with a vendor; ability to work with the AF and NPF (third party entities) on walk events and coordinate with the field sales team.

Details:
The Project Coordinator will have primary responsibility for supporting the Advocacy Director of the Inflammation and Nephrology Business Unit for processing approval forms, obtaining supporting documentation, and processing payment requests for Advisory Boards, Consultant Agreements, and Society Support, including our walk and patient facing events. Individual will track multiple projects and work closely with the manager to ensure that required forms are completed and processed in a timely manner. The Project Coordinator will liaise with Marketing Managers, marketing project coordinators, Compliance, Contracting, and Global Strategic Sourcing, and Contracted entities to ensure all pertinent forms, attestations and evaluations are completed and processed in a timely manner. The Project Coordinator will also process and track invoices and payments for certain contracted entities such as consultants for aggregate spend reporting and work with international meeting planning, coordination of society and OL meetings and calendaring. This individual will create agendas and minutes for monthly advocacy calls and work to manage goal tracking in our dashboard.

This role requires strong administrative coordination skills and cross functional partnership experience. Tracking, follow-up and proven skills at completing complex projects on time and with no errors is critical. Excellent oral and written communication is key for maintaining good relations with our external partners.

Responsibilities:
o Work with Advocacy Managers to initiate internal compliance approval forms (i.e. CARF, CSARF, NCECARF) for Advisory Boards, and Agreements with consultants and societies
o Collect and process attestation forms or required supporting documents for approval forms such as fair market value or W9s
o Work with compliance, contracting, GSS to process forms
o Process and code all non-PO invoices for CARF, CSARF
o Complete and process joint visit and event attestation forms
o Ensure timely payment of non-PO invoices
o File and maintain documentation on processed forms and all supporting documentation to ensure compliance with SOPs
o Manage meetings calendars for major medical meetings and ensure school is complete in a timely manner

Qualifications

Additional Information