This job listing has expired and the position may no longer be open for hire.

Executive Assistant at BioClinica in Newark, New Jersey

Posted in Other 30+ days ago.





Job Description:

Primary Responsibilities


  • Assist management with a wide variety of tasks and projects.

  • Anticipate managementneeds and handle them proactively.

  • Manage communications with all levels of employees and personnel at client companies and business partners.

  • Manage email, send and receive correspondence, and book meetings.

  • Manage the scheduling and calendar for conference rooms.

  • Gather investigator notes and regulatory folders for signature.

  • Answer phone and take messages as needed.

  • Complete expense reports.

  • Scan files and maintain records.

  • Order executive-specific supplies.

  • Track and renew licenses and subscriptions.

  • Register executives for conferences and make travel arrangements.

  • Manage caterer, and order special meals for business meetings and sponsor visits.

  • Run personal errands and performs other duties as requested.

  • Provide support to executives

Secondary Responsibilities

Maintains Quality Service and Departmental Standards by

  • Reading, understanding and adhering to organizational Standard Operating Procedures ("SOP")
  • Assisting in establishing and enforcing departmental standards

Contributes to team effort by


  • Working with internal staff to resolve issues

  • Exploring new opportunities to add value to organization and departmental processes

  • Helping others to achieve results

  • Performing other duties as assigned

Maintains Technical and Industry Knowledge by

  • Attending and participating in applicable company-sponsored training

Qualifications:

Education:


  • Associate's degree required.

  • Bachelor's degree strongly preferred.

Experience:

  • 3 years of experience providing executive-level administrative support.

Additional skill set:


  • Strong motivational skills and abilities - promoting a team based approach

  • Strong interpersonal and communication skills, both verbal and written

  • Strong organizational and leadership skills

  • Goal oriented

  • Ability to maintain professional and positive attitude

  • Professional, polished, courteous, kind, and well-spoken, with clear ability to represent the company and the company's senior leadership.

  • Proven ability to maintain confidentiality like a vault. Skilled at handling sensitive and proprietary information accurately, appropriately, and with the utmost discretion.

  • Ability to think critically, prioritize duties, and make wise business judgments.

  • Ability to anticipate needs and handle them proactively.

  • Strong sense of initiative and assertiveness to see what needs to be done and do it - solve problems and drive results.

  • Professional appearance.

  • Willingness to perform any requested task.

  • Strong interpersonal skills - able to work with people at all levels.

  • Strong organizational skills. Ability to create structure and organization in areas where none exists.

  • Ability to work in a fast paced and changing environment.

  • Demonstrated skills in managing a wide variety of projects, tasks, and responsibilities simultaneously.

  • Very strong computer skills, especially in Microsoft Outlook, Word, Excel, PowerPoint, Visio, and web-based software.

  • Exceptional writing skills.

Working conditions:

Travel: 0-10%

Lifting: 0-10 lbs

Other: Computer work for long periods of time

EEO Statement

Bioclinica is an equal opportunity employer. Bioclinica evaluates qualified applicants without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, protected veteran status, disability/handicap status, or any other legally protected characteristic.

Qualifications:
Education:
Bachelors degree, or equivalent, required
Sales/Business Development training preferred

Experience:
8+ years pharmaceutical/CRO/medical sales experience required
8+ years clinical research experience preferred
8+ years life sciences cloud technology experience preferred
Knowledge of Cardiovascular Safety services (Electrocardiography, Blood Pressure, Cardiac Imaging modalities preferred.
Operations experience in clinical trials preferred
Thorough knowledge of medical and pharmaceutical industry, terminology and practices
Proven ability in presenting and negotiating

Additional skill set:
Ability to work independently or in team setting; ability to adjust to changing priorities
Strong presentation and negotiating skills
Strong interpersonal and communication skills, both verbal and written
Ability to project and maintain a professional and positive attitude
Working conditions:
Travel: 30-50% (some weekends required)
Lifting: 0-20lbs
Other: Computer work for long periods of time

This position description should not be deemed all inclusive. Additional requirements and expectations may be assigned. At all times, employees are expected to adhere to company policies and company SOPs.

EEO Statement
Bioclinica is an equal opportunity employer. Bioclinica evaluates qualified applicants without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, protected veteran status, disability/handicap status or any other legally protected characteristic

Acknowledgement
By electronically signing off on this document, I am acknowledging that I have received a copy of my job description and I understand my roles and responsibilities as it relates to my position.
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