Pharmaceutical Industry-Executive​/ Administrative Assistant

Pharmaceutical Industry-Executive/ Administrative Assistant

• Contract

Mindlance is a national recruiting company which partners with many of the leading employers across the country. Feel free to check us out at

• Provide administrative assistance to members of the Vaccines Clinical Research & Development
• Schedule appointments/conference calls/meetings/Web Ex
• Extensive calendar set up for Sr. Director, and other members
• Maintain shared folders for the group as needed
• Coordinates calendars, meetings, travel arrangements, lodging and off-site conferences
• Schedule and coordinate events including lunch and dinners both on-site and off-site
• Greet and assist visitors both Client employees and outside clients
• Maintain confidential department records and files
• Maintains regular contact with suppliers and vendors
• Email correspondence to internal and external clients
• Purchase supplies for the department and computer paraphernalia as needed for group
• Prepares expense reports for group
• Set up interviews for internal positions both at local site and Pearl River NY site
• Worked with on-boarding for new hires and off-boarding for employees who left the company
• Composes routine letters and memorandums
• Provides editing quality check of documents, presentations, occasionally spreadsheets
• Provides printing support and/or set up binders with hard copy materials
• Order articles from eLibrary (online system)
• Work in new system ENGAGE
• Upload documents into ELARA/PTMF plus add information on separate spreadsheet for Clinical record keeping
• Backup for other admins, when they are out of office, to meet the needs of her people
• Order office equipment and cell phones for existing employees
• Secure office/cube space for new hires through Get Service system
• Download articles and abstracts into End Note as needed.
• Potential other duties associated with administrative support, as assigned