Executive Assistant/Project Coordinator

Do you thrive in playing a pivotal role in supporting people, coordinating activities and projects, and providing an excellent level of administrative support? Are you eager to be part of a leadership team where you can bring your strong coordination skills into play?

Become a part of ALK

ALK is a global pharmaceutical company specialized in allergy immunotherapy. We provide an attractive working environment for individuals looking for both personal and professional development. We are driven by a high level of professionalism, integrity, an open-minded approach and contributing to an inspiring and fun working environment together with our colleagues. You will be part of an engaged and informal team with colleagues who value skill and knowledge creation.

If you would like to learn more about our company, we encourage you to visit us at www.alk.net.

We currently have an opening for an Executive Assistant/Project Coordinator. This is a hybrid office-based position (2 days work from home; 3 days in the office) in Bedminster, NJ. 

Role Description:

Reporting to the SVP, Global Chief Medical Office, the Executive Assistant/Project Coordinator will join the Global Chief Medical Office (GCMO) leadership team. You will collaborate closely with a motivated team of dedicated people and work closely with the SVP. 

As Executive Assistant / Project Coordinator your responsibilities will encompass a wide range of tasks including administrative support of the SVP, GCMO and the Sr. Director, Medical Affairs, North America, assisting in contracting process, cross-border transfer of value tracking, tracking of training within GCMO, and ad hoc administrative tasks. Additionally, you will participate in GCMO leadership team meetings and provide support to your colleagues on various project related tasks.

Your primary tasks will include:

• Administrative support of the SVP, GCMO and the Sr. Director, Medical Affairs, North America, including calendar support, travel arrangements and expense reporting.
• Assisting the SVP leadership in agenda development, taking minutes as needed and following up on action items in collaboration with the GCMO leadership team.
• Organizing GCMO meetings, off-site meetings, and team events. 
• Support with on-boarding and off-boarding processes for employees in GCMO.
• Establishing and maintaining internal communication platforms, driving the SharePoint site for GCMO.
• Keeping GCMO personnel documentations up to date, tracking of training within GCMO, and general document handling.
• Handling GCMO contracts in ALK’s contract management system, tracking of cross-border transfer of value within GCMO and country Medical Affairs teams.
• Assisting with cross-functional tasks and processes.
• Manage communication with external vendors as needed.
• Ad hoc administrative tasks.

Your experience:

You have experience working with several key stakeholders and colleagues at all levels, cross-functionally, and you possess excellent communication and interpersonal skills. 

You have strong organizational skills and a structured working style, an ability to manage complex projects and multi-task. You will be expected to easily prioritize tasks and manage your time effectively with minimal supervision. For project coordination tasks, you will be expected to perform with minimal supervision after appropriate training.

 We expect that you have the following experience and qualifications:

• 15 years of experience in providing administrative support in a corporate international environment.
• 10 years of previous experience in the pharmaceutical industry, working with Medical Affairs function is a plus.
• A bachelor’s degree or equivalent in a relevant field.
• Proficiency in coordination, planning, administration, and calendar management.
• Proficiency in managing travel arrangements and expense reporting.
• Proficiency in document management, proofreading, and maintenance of documents.
• A flair for IT systems, especially skills within MS Office 365, SAP, SharePoint, experienced in power point and excel.
• Experience in handling sensitive and confidential information and material.

On a personal level, you exhibit a high level of integrity and possess an open-minded and team-oriented perspective. You are curious, always on the lookout for improvements, and demonstrate a strong service orientation and a positive, flexible mindset. Furthermore, you are comfortable working autonomously.

ALK offers: 

• Excellent benefits including medical, dental, and vision
• Life and Disability insurance covered at 100%
• 401(k) plan with generous employer contribution
• 13 company-paid holidays per year

ALK is an Equal Employment Opportunity / Affirmative Action Employer and does not discriminate on the basis of age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability or any other legally protected status.