Administrative Assistant

Department: ISPOR Institute

Reports To:

Executive Director, Institute

Employee Status:
Full-Time, Non-Exempt

Job Grade: 3

ISPOR is recognized as the global leader in health economics and outcomes research excellence (HEOR).

ISPOR Institute for Healthcare Transformation was created to bridge the gap between HEOR and its real-world application. The Institute is committed to discovering ways for health economics and outcomes research (HEOR) to have more impact. Our founding belief is that by fostering more connections between evidence-producers and decision-makers, we increase the chances that they will make and implement better decisions to benefit patients worldwide.

The ISPOR Institute fosters critical dialogue and collaboration by:
Investigating and defining challenges where current approaches don't work, Convening key stakeholders from across sectors to co-create solutions, Testing solutions in real decision settings to transform system effectiveness. As a new department within ISPOR, the Institute is in early stages of development but aims to become the go to neutral convener for translating HEOR into real world applications. 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 The ISPOR Institute. 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.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 (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.

• Provides direct administrative and organizational support to the Executive Director and the ISPOR Institute, including calendar management, scheduling, meeting preparation, and follow‑up on priority tasks.
• Tracks deadlines, deliverables, commitments, action items, and next steps on behalf of the Executive Director to support timely follow‑through and keep Institute activities moving forward.
• Maintains stakeholder contact lists, distribution lists, shared files, SharePoint resources, Outlook calendars,…