Administrative Assistant

Job Overview

Administrative Assistant
- Information & Engagement Department. Reports to Director, Business Solutions; full-time, non-exempt, Grade 3; direct report to Lynnette Procopio.

ISPOR is the global leader in health economics and outcomes research (HEOR). This position provides essential administrative, scheduling, documentation, and coordination support to our Information Technology and Membership teams, enabling them to deliver a positive experience to ISPOR members.

• 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 (e.g., 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.g., 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 (e.g., 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.

• Assist with planning and execution of IT-related projects and initiatives.
• Processes visa letter requests for ISPOR international conference attendees.
• Places orders for membership conference supplies.
• Performs additional project-based duties in support of IT and organizational priorities.
• Maintains confidentiality of sensitive organizational, system, and vendor information.
• Manages reconciliation expenses and processing and coding IT invoices.
• Manages technology procurement requests and vendor renewals.
• Maintains records of contracts, subscriptions, and licenses.

• 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, nonprofit, healthcare, communications agency, or related organization.
• 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.

• 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.

Hybrid: remote and office in Lawrenceville, New Jersey. On-site two days per week.

• Competitive pay: $25.00-$27.00 per hour, non-exempt.
• Robust benefits plan.
• Generous PTO – 20 days prorated first year.
• Holiday schedule including winter break (last week of the year).

U.S. citizenship, permanent residency, or authorized to work in the United States for full-time positions is required. No sponsorship will be provided for this position.

ISPOR provides equal employment opportunities to all employees and applicants and prohibits discrimination and harassment based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

If you have a disability or difficulty accessing the applicant system, contact hr.