Administrative Assistant

Department: Partnership

Reports To: Director, Stakeholder Initiatives

Employee Status: Full-Time, Non-Exempt

Job Grade: 3

ISPOR is recognized as the global leader in health economics and outcomes research excellence (HEOR). Do you want to work for a world-class organization where scientific content is vital in advancing ISPOR's mission to promote HEOR to improve healthcare decision-making globally?

ISPOR is seeking a highly organized and service-oriented Administrator to support our Information Technology and Membership departments. This role provides essential administrative, scheduling, documentation, and coordination support to teams that help staff work effectively and deliver a positive experience for ISPOR members.

Are you skilled at managing competing priorities, coordinating meetings and projects, maintaining accurate records, and providing responsive support? This is an opportunity to bring your attention to detail, communication skills, and a collaborative approach to a dynamic, mission-driven organization.

If so, read on for more information!

We are actively seeking an Administrative Assistant

The Administrative Assistant will support the assigned department to achieve its goals and objectives. Responsibilities include working closely with department team members to support the department's goals and collaborating on cross-functional projects.

• Provides administrative and organizational support to the assigned department.
• Coordinates virtual and in-person meetings across multiple time zones as required, setting agendas, determining participant availability (eg, Doodle), and providing a draft of the discussion summary.
• Assists with meetings and special events, including sending invitations, managing hotel arrangements, meeting/event logistics, managing responses, and completing expense reimbursements.
• Prepares meeting materials (e, participant lists, agendas, and development of PowerPoint slides) for distribution to meeting participants.
• Follows up on action items to keep departments informed about key deliverables, deadlines, and critical updates.
• Maintains departmental SharePoint site.
• Creates and administers surveys for special projects (eg, Survey Monkey).
• Maintains calendar of events in Outlook and project plans in Asana.
• Services general inbox and inquiries, providing high-level external-facing customer service.
• Serves as a liaison by communicating administrative information to other departments and individuals within ISPOR.
• Proofreads and edits business documents.
• Assists with web-based research, as necessary, to collect relevant information.
• Uses and manages spreadsheets and performs rudimentary analysis of them.

Project-based duties based on assigned department:
Information & Engagement.

• Serve as a meeting facilitator or departmental representative when needed, ensuring discussions remain organized, productive, and aligned with departmental objectives.

• Minimum of a high school diploma or equivalent
• 3+ Years of administrative office experience.
• Highly proficient in Microsoft Office Applications (Excel, Word, PowerPoint, Teams, SharePoint) and Zoom, with the ability to learn new technology platforms
• Ability to manage multiple projects and assignments from several staff members
• Detail-oriented, independent learner who can adapt to fast-paced environments and work with diverse professionals
• Highly organized with good time management skills
• Effective verbal and written communication skills, including communicating with precision across levels and functions
• Strong attention to detail and excellent proofreading skills preferred
• Solid business acumen and creative problem-solving skills
• Personal qualities of integrity, credibility, and commitment to the mission of ISPOR

• Associate or bachelor's degree
• Experience working in a global organization, association, or other nonprofit, healthcare, communications agency, or related organization is a plus
• Experience in a matrix/cross-functional team environment, with a natural inclination for working collaboratively across teams, cultures, and experience levels
• High cultural sensitivity and awareness

The physical demands described herein are representative of those that an employee must meet to perform the essential functions of this position successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

• Office-based:
  Prolonged periods sitting at a desk and working on a computer.
• This position is hybrid, working both remotely and out of our physical office in Lawrenceville, New Jersey.
• Travel may be requested, but regular business travel is not expected.
• Must be flexible and available to work across different time zones.

Nestled halfway between Philadelphia and New York City, ISPOR's headquarters is in Lawrenceville, New Jersey. Our staff works in the office in a hybrid arrangement…