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Executive Assistant OR Administrative Assistant

Mindlance Westwood Full-Time
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Executive Assistant OR Administrative Assistant – Pharmaceuticals


Job Responsibilities


·        The ideal candidate will be experienced in handling a wide range of administrative and executive support-related tasks and will be able to work independently with little or no supervision. This candidate must have the ability to effectively interact with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient. This position requires a high level of professionalism and confidentiality is crucial to this role. This candidate must be detail-oriented and possess excellent time management skills. In addition, this person will need to effectively collaborate with other assistants. Expert level written and verbal communication skills and detail oriented skills are a must. Outside interfaces include other client units in the U.S. and abroad, governmental, academic, community and industry organizations.

Knowledge/Skills/Abilities Required


·        Associate Degree / College education and exposure to the sciences desirable, plus 10+ years of experience with demonstrated mastery of all secretarial and administrative skills, preferably at an executive administrative level.

·        Proficiency in MS Office, including PowerPoint, Outlook

·        Must be self-starter with the ability to multi-task, work with a high level of initiative; must possess excellent project planning and priority setting skills, as well as excellent organizational and interpersonal skills.

·        High level of accuracy and attention to detail.

·        Flexibility to accommodate to rapidly changing priorities and deadlines.

Executive Assistant OR Administrative Assistant – Pharmaceuticals



Executive Assistant OR Administrative Assistant – Pharmaceuticals


Job Requirements

·        Manage heavy calendar – VP and Direct Reports

·        Coordinate a variety of internal and external meetings which require interacting and collaborating with internal and external executives and assistants

·        Apply processes and procedures for new department needs

·        To arrange onboard new departmental staff members to familiarize them with company standards

·        Be available to adjust time to manage daily requests from VP

·        Communicate openly and effectively

·        Organize files, create binders, calendar deadlines

·        Maintain tracker to keep VP organized for business meetings, travel, events, including preparation of materials for committee meetings and other related tasks

·        Reconcile travel and expense reports

·        Responsible for arranging domestic and international travel arrangements for VP and Direct Reports

·        Assist with local transportation and/or hotel accommodations, when needed, for VP and Direct Reports or members visiting the U.S. from Japan or other areas

·        Arrange off-site meetings or events for the VP and the group

·        Assist with FY budgets


Legal Assistance

·        Prepare Confidentiality Disclosure Agreements and Consulting Agreements for consultants/speakers etc.

·        Ensuring all compliance policies and procedures are being followed


Ideal Candidate:

Pharmaceutical Experience or any regulatory industry Preferred



Executive Assistant OR Administrative Assistant – Pharmaceuticals

Recommended skills

Attention To Detail
Self Motivation
Interpersonal Skills
Verbal Communication
Professional Attitude
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Founded in 1999, Mindlance is a certified diversity business (MBE) and has been ranked one of the fastest growing U.S staffing firms by SIA for eight consecutive years. Mindlance has been recognized as one of the consistently best performing partners to industry-leading MSP programs including Kelly, TAPFIN, PROUnlimited, Pontoon, GRI, WorkforceLogiq and Agile-1.

As a recruitment-centric talent acquisition company, Mindlance provides Technology, Engineering, Scientific, Clinical Research, Digital, Creative, Marketing, Professional & Call-center staffing as well as  Direct Sourcing, RPO, Payroll & IC management workforce solutions to enterprise clients across the US, Canada and India. With an annual revenue of over $200 million and growing, the Mindlance story is one of calculable achievement, made meaningful by the commitment to keep getting better in a way that is mindful and creates a balance that works for everyone.

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