The GMA Admin Assistant provides complex administrative support for the SVP, Global Medical Affairs and other members of the medical affairs leadership team in the US and ex-US, ensuring efficient operations and the ability to work independently in a fast-paced environment.  Strong initiative and follow-through are essential for this position.

 

Primary Activities:   

        

Responsible for calendar management for SVP, GMA and other members of leadership team, utilizing Microsoft Outlook

Support of both HQ and remote management and team members in GMA – US and Ex-US

Schedule and coordinate meetings with internal and external groups as needed, including organizing all meeting logistics (availability of attendees, meeting rooms and equipment, online conferencing, catering as required)

Audit and maintain departmental distribution list(s) on a timely basis

Assist with creating and editing executive level presentations as may be required

Assist with travel needs in accordance with Madrigal travel policy (e.g., air, train, hotel, car, visa, etc.)

Assist with planning and coordination of virtual and/or face-to-face team meetings and events

Support expense reporting for leadership members using manual and online system

Provide additional back-up to other administrative/executive assistants within R&D groups

Collaborate cross-functionally with organization’s wider administrative group

Oversee and execute timely completion of additional projects, as needed

Handle confidential materials and information effectively and discreetly

Screen telephone calls, take messages, redirect calls, and respond to routine inquiries regarding departmental business

Type and format confidential and non-routine documents

Prepare, consolidate, and scribe ongoing meeting agendas, minutes, and action items for LT

Take on lead role for all Administrative Projects within the functional group

Provide candidate care in conjunction with HR for potential candidates and new hires within functional group, including any administrative aspects of onboarding new colleagues

Understand the legal and compliance environment and drive collaboration with the Legal and Compliance team

 

Required Skills:

Minimum:

Four or more years of related, specialized administrative experience

College degree preferred

Ability to work independently

Ability to manage multiple projects simultaneously with high accuracy

Exceptional customer skills, over the phone and in-person, with internal and external personnel

Demonstrated exceptional MS Office skills – Word, Outlook, PowerPoint and Excel

Ability to build partnerships across the organization

Strong verbal and written communication skills

Solid understanding of legal and compliance environment in life sciences industry

 

Preferred:

Prior experience in a biotech/pharmaceutical company is desirable