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Senior Administrative Assistant, Oncology Sales and Marketing (Temporary)

Apply Share Job ID 995 Category Commercial Operations Job Location Redwood City, California Posted Date 06/21/2018


The Senior Administrative Assistant, Oncology Sales and Marketing is directly responsible for providing both comprehensive administrative and logistical support but also provide project management and coordination for various programs and deliverables to the field from the breast and colon cancer marketing group. Currently this position supports four professionals with an expansion to six in the near future.

The ideal candidate will manage the department schedules, plan and monitor travel arrangements, coordinate meetings, prepare expense reports, and establish systems for tracking major task timelines via MS Outlook for deadlines required by the team. There will be an emphasis on development of presentations (using PowerPoint) as well as development of Excel spreadsheets for supporting business review projects. The candidate will coordinate the marketing team's weekly staff meeting and will provide support to attain individual and team department goals.

The successful candidate will also manage various marketing projects during different stages of completion as well as support marketing programs through submissions of SOWs, PO requests and master agreements.. This position will require excellent planning skills, contract management, project management, vendor collaborations, timely and clear internal communications, project budgeting and limited travel as needed. Success in this position will require the excellent attention to detail and the ability to carry out multiple tasks in parallel.

Given the extensive contact the Marketing Department has with multiple internal and external parties, strong written, verbal, and interpersonal skills are essential. The Sr. Administrative Assistant should enjoy working in an ever-changing, fast paced office environment and be able to maintain composure and poise in sometimes-hectic situations. To support departmental activities, he/she will convey verbal & written requests and other information to internal and external parties on a routine basis. Most importantly, the successful candidate will maintain professional, friendly and courteous telephone and written communications with all internal and external audiences.

· Provide comprehensive administrative and logistical support for breast and colon marketing group
· Support various marketing projects during various stages of completion
· Support marketing team through development of presentations for business reviews and sales meetings
· Administer departmental personnel files/reports in on-line system
· Manage accounting and financial transactions including, but not limited to: purchase orders, invoices, check requests, expense accounting (including currency exchange/conversion), and statement reconciliation.
· Monitor monthly budget and financial statements for accuracy, research and monitor correction of financial statement errors.
· Coordinate completion and administration of vendor, consulting, confidentiality, fee-for-service and other agreements with Legal, Accounting/Purchasing departments.
· Conduct routine office administration activities including, but not limited to: departmental document filing and retention, copying and distribution, attendance, supplies, departmental telephone coverage, business machine maintenance, internal and external correspondence and mailings, personnel administrative processes and filing, subscriptions and publications and coverage of customer service phones in emergency situations as determined by the Sr. Director ofof Marketing.
· Schedule and coordinate domestic travel for Selected members of Marketing and Sales teams.
· Work with Grants Review Committee and Compliance to gather input from Commercial team members on submitted grants.
· Marketing will coordinate many meetings and programs with internal and external customers and consultants. Support of these activities is critical.
· Coordinate activities with outside vendors. Coordinate contracting, honorarium, and expense payment activities. As appropriate, provide onsite support at meetings such as set-up, technical, facilitation, meeting notes and recaps when needed.
· Convey verbal & written requests and other information to internal and external parties on a routine basis.
· Maintain professional, friendly and courteous telephone and written communications with all internal and external audiences. We are an organization that must be firmly committed to premium customer service.
· Handle questions and requests as related to department programs and functions and keep departmental professional association and journal membership current.
· As we continue to grow there is need to provide support for multiple departments. On an as-needed basis, this may periodically require cross-functional training or support.

· Computer skills: word processing, spreadsheets, databases, familiarity and use of Internet/World Wide Web.
· Advanced PowerPoint presentation development skills and other MS Office expertise must be at a very high level.
· Writing skills: memos, letters, data analyses, with proper grammar and spelling.
· Project management skills; ability to organize multiple activities and provide guidance for driving projects to completion.
· Strongly prefer candidates with significant experience in marketing and/or sales administration. Experience in service sector with advertising, public relations or meeting management is a plus.
· Demonstrated ability to manage multiple, simultaneous, complex tasks and to meet deadlines.
· Teamwork and ability to be an excellent team member.
· Brings a positive mental attitude to daily tasks and becomes a net contributor to overall morale.
· A demonstrated willingness to exercise initiative in cases where decisions need to be made and supervisors are not available to consult, coupled with the tact and judgment to do so appropriately.
· Demonstrated communication skills, verbal, tact, composure and confidentiality in order to coordinate complex personnel issues, schedules, travel, and logistical projects / programs in and outside of GHI.
· High school diploma required, BA or BS strongly preferred.
· Minimum of three years in executive level support, overall 6+ years of admin support experience with a strong track record and accessible references.
· Strong communicator with ability to maintain open communication with internal employees, managers and customers as needed.
· Able to integrate and apply feedback in a professional manner.
· Able to prioritize and drive to results with a high emphasis on quality.
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