Administrative Assistant - Contract Administration

Location: 

Philadelphia area, Radnor, PA, US

The purpose of Idorsia is to discover, develop and bring more, innovative medicines to patients. We have more ideas; we see more opportunities and we want to help more patients.  In order to achieve this, we will develop Idorsia into a leading biopharmaceutical company, with a strong scientific core.

 

Headquartered near Basel, Switzerland, the US Commercial Operations & Clinical Development teams are based near Philadelphia, Pennsylvania.  Idorsia is committed to meet the changing needs of healthcare professionals, patients and their families.  The core of what we do is to bring creative solutions to the market based on our science and data.

 

The Administrative Assistant will provide full administrative support to multiple commercial departmental leaders for the US affiliate of Idorsia.  This role will be located at our Radnor, PA site and as such should live in a commutable distance.

 

Key Responsibilities:

 

  • Plan and coordinate departmental meetings including room reservations, preparing and distributing meeting agendas and presentation slide decks, ensuring smooth operation of video/audio conferencing, ordering food and refreshments, recording meeting minutes, and handling travel logistics and hotel arrangements.
  • Responsible for supporting Reception duties in a backup role, including screening incoming calls, greeting visitors, sorting incoming mail, and handling courier service shipments.
  • Coordinate and drive contract/MSA administrative processing with external vendors, internal finance, legal departments, and potentially global stakeholders
  • Prepare, review, and submit expense reports accurately and timely.
  • Provide timely follow-up on administrative issues with external vendors, consultants, and agencies.
  • Independently manage varied activities and confidential projects.
  • Research information for special projects as assigned.
  • Screen incoming correspondence and respond independently when possible.
  • Develop and assist in finalizing key documents.
  • Track budgets and contracts.
  • Coordinate new hire organizational announcements and onboarding activities for supported departments
  • Create and maintain tracking spreadsheets and web-based systems as needed.
  • Maintain office and breakroom inventory.
  • Manage security badges for office personnel and visitors.
  • Other duties, activities and projects as assigned.

 

Qualifications:

 

  • Minimum high school diploma or GED required, some college or college degree preferred.
  • Minimum of five (5) years prior administrative and clerical experience including experience with contracts processing
  • Prior experience working in the pharmaceutical industry preferred.
  • Strong communication skills, ability to effectively communicate with colleagues at all levels of the organization.
  • Advanced computer literacy with Microsoft suite (Word, Excel, PowerPoint) required.  Familiarity with quality systems such as Veeva Vault, expense & travel systems such as Concur are highly desired.
  • Prior experience managing logistics and planning for complex meetings and events.
  • Highly organized, attentive to detail, strong sense of urgency, and able to maintain composure even in high pressure circumstances.
  • Prior demonstrated ability to handle confidential matters and act as a trusted resource to executive management.
  • Must be flexible and adaptable, displaying the ability to adjust in ambiguous situations

 

At Idorsia, we harness the power of difference, authenticity and inclusion to achieve business success. We are committed to fostering respect, fairness and equal opportunities for all job applicants and all our employees.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender identity, age, national origin, or protected veteran status and will not be discriminated against based on disability.

 

Please be informed that if you are selected for this position, your employment will be subject to a pre-employment background screening process, of which you will be informed in greater detail in due course.

 

Idorsia operates a strictly controlled list of preferred recruitment partners. For those partners who have no valid, signed Master Service Agreement in place with Idorsia, please note that all unsolicited resumes, CVs, anonymous profiles, or any other candidate details submitted through our website or to personal e-mail accounts of employees of Idorsia Pharmaceuticals (including any of its subsidiaries, affiliates or related companies) are considered the property of Idorsia Pharmaceuticals and are not subject to payment of any form of introduction, placement or referral fees.


Nearest Major Market: Philadelphia