Executive Assistant

Contract Length: 06 months (with potential to extend)

Job Overview:

We are looking for an organized and proactive Executive Assistant to provide high-level administrative support to the Head of Clinical Development Operations (CDO) and other senior members of the CDO team. This position will involve managing meetings, handling procurement tasks, assisting with financial activities, and supporting the operational needs of the department. The role is initially onsite, with potential for remote work 1-2 days per week after onboarding.

Key Responsibilities:

· Meeting Administration: Coordinate logistics for CDO-LT meetings, including scheduling, venue arrangements, AV setup, agenda preparation, and material distribution. Manage meeting minutes and follow up on action items to ensure completion.

· Financial and Procurement Support: Assist with financial tasks such as processing contracts, raising purchase orders, and reconciling invoices. Support contractor agreements, timecards, and manage procurement-related activities in compliance with company policies.

· Notary Public Services: Provide Notary Public services to CDO functions (if certified), or ensure appropriate channels are utilized for notary services.

· Administrative and Operational Support: Manage travel and expenses for the Head of CDO and senior leadership. Assist with onboarding new hires, coordinating interviews, and supporting recruitment efforts.

· Resource Tracking and Reporting: Track FTEs and internal costs, ensuring accurate quarterly financial reviews in collaboration with the finance team.

· Collaborative Support: Collaborate with internal teams (HR, IT, finance, legal) to ensure smooth operations and effective communication across the CDO. Serve as backup to Senior EA supporting Head of R&D and Chief of Staff.

· Project Support: Assist in various ad-hoc projects within the Clinical Development Operations (CDO) and CTE teams.

Education:

Minimum of a Bachelor's degree in Business, Project Management, or a related field, or an Associate’s degree with relevant experience.

Experience:

· Minimum 3 years of experience as an Executive Assistant or in an operational/admin role supporting senior management.

· At least 2 years of experience in the pharmaceutical, biotech, or CRO sector is preferred.

· Experience with financial and procurement systems (e.g., SAP, ARIBA, CONGA).

· Proficiency in MS Office Suite, particularly Excel.

Skills:

· Strong communication skills (both verbal and written).

· Ability to prioritize tasks and manage time effectively in a fast-paced environment.

· Attention to detail and accuracy in all tasks.

· Ability to maintain confidentiality and handle sensitive information with discretion.

Languages:

Fluent in English (additional languages are a plus).

Certifications:

Notary Public certification is preferred.

About US Tech Solutions:

US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit www.ustechsolutions.com.

US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Recruiter Details:

Name: Shivani

Email: shivani.trika@ustechsolutionsinc.com

Internal Id: 25-29042