About PanCAN
Pancreatic cancer doesn’t stop or slow down, and neither do we. At PanCAN, we accelerate critical progress for pancreatic cancer patients. We take bold action by funding life-saving research, providing personalized patient services free of charge, and creating a community of supporters and volunteers who will stop at nothing to create a world in which all pancreatic cancer patients thrive.
PanCAN’s Precision Promise (SM) is one example of how we work to change the future for pancreatic cancer patients. Precision Promise is our groundbreaking clinical trial platform that is now enrolling patients at top institutions nationwide. Precision Promise is what the pancreatic cancer field and our patient community have been waiting for, hailed for its ability to transform the way clinical research is done for this disease.
We’re looking for people who, like us, will stop at nothing to make progress for patients. Our work is critical, meaningful and it changes lives every day. Join us and be a part of it!
THE OPPORTUNITY:
The Administrative Services Manager will provide high level and confidential support to the Chief Medical Officer (CMO) including maintaining a smooth running, well organized infrastructure. This includes prioritizing and juggling multiple deadlines, commitments, and projects. The Executive Assistant screens, sorts, and responds as appropriate to a high volume of calls, mail, and email communications. This position provides a full range of administrative support, including calendar, filing, drafting correspondence, meeting coordination, meeting notes, expense reports and travel arrangements. The Executive Assistant may serve as a liaison to Scientific and Medical Advisors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects with a high degree of efficiency.
ESSENTIAL FUNCTIONS:
General Management and Administrative Support:
- Plans and manages an active calendar of meetings, ensuring schedules are followed and prioritized and time is optimized.
- Attends meetings and/or listens in on conference calls as needed to take copious notes and follow up on any action items needed of the CMO.
- Schedules and manages meetings and/or conference calls including booking rooms, set-up conference call, catering, making copies, and assisting guests.
- Manages travel schedules, including scheduling flights, hotels, restaurants, group transportation and overall itineraries for assigned staff.
- Processes timely and accurate expense reports after each business trip for assigned staff. Train administrative new hires on internal processes.
- Keeps the CMO well informed of upcoming commitments, project deadlines, responsibilities, personal appointments, and follows up appropriately.
- Provides general support for special projects as needed.
QUALIFICATIONS & REQUIREMENTS: The following are the minimum qualifications which an individual needs in order to successfully perform the duties and responsibilities of this position.
- Bachelor’s degree in Business or related field, highly desired, or equivalent experience.
- 3 years’ of experience supporting C-Level Executives.
- Experience working with a Board of Directors, Scientific and Medical Advisors, or in clinical research (academic or biopharmaceutical environment) preferred.
- Must have high level of interpersonal skills to handle sensitive and confidential situations.
- Experience managing and supporting multiple dynamic schedules.
- Experience managing multiple assignments/projects and conflicting priorities with the pressure of short, demanding deadlines in a fast paced environment.
- Strong written and oral communication skills, with high degree of interpersonal skills.
- Able to independently judge situations and requests and act accordingly.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
- Forward looking thinker who actively seeks opportunities and proposes solutions.
- Proficient in Microsoft Office (Outlook, Word, Excel and PowerPoint).
- Position continually requires demonstrated poise, tact, discretion and diplomacy.
- Ability to travel up to 5% as needed for meetings and other events.
- Ability to work independently and accept direction on given assignments.
- Extremely detail oriented.
- Must be able to review documents and identify mistakes and formatting issues.
EXPECTATIONS FOR ALL EMPLOYEES
Support the organization’s mission and goals by exhibiting the following core values: Deliver Excellence, Service & Gratitude, Accountability, Team, and Sparkle Spirit!
THE OFFER: To support the people fighting the world’s toughest cancer, we provide our staff with the resources, care, and sparkle to do and be their best in and out of the office. We offer competitive salaries, flexible work arrangements, exceptional time off, health and welfare benefits creating an extraordinary workplace and culture that our team members highly recommend to friends and colleagues.
GENERAL INFORMATION
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all required duties, responsibilities, and skills.
Source: Indeed.com
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