Research Executive Assistant I

Overview

JOB SUMMARY: The Executive Assistant I will provide high-level, comprehensive administrative support to a practicing physician, who is also the Director of Research, focusing primarily on multi-calendar management and cross-organizational meeting coordination. The ideal candidate will seamlessly bridge the gap between the physician's clinical schedule and their external corporate, academic, and consulting engagements across multiple companies.

Responsibilities

Duties and Responsibilities:

• Meet regularly in person and provide high-level administrative support
• Organize and sustain complex daily agendas, maintenance of Academic calendars and schedules; resolving any scheduling conflicts including scheduling teleconferences, web conferences, appointments, interoffice meetings, research meetings, national meetings, and business trips
• Coordinate with Physician’s Dedicated Assistant to notify the Reschedules Team and Research Department of necessary clinic schedule modifications related to his calendar
• Manage sensitive matters with a high level of discretion, confidentiality, and good judgment to handle high-level issues
• Be responsive to emails, texts, and phone calls, with contact outside normal business hours for urgent situations
• Maintain Curriculum Vitae current and up to date with all attending meetings, presentations, publications, research trials, etc. with an extreme attention to detail and formatting
• Negotiate top tier physician consulting rates and assist with executing and finalizing contracts for numerous pharmaceutical, consulting and continuing education companies
• Promptly prepare, submit, track and reconcile consulting invoices for the Director of Research to ensure honorarium, consulting fees and expenses are received and reimbursed
• Coordinate and prepare air and ground transportation and lodging for all of Director of Research’s commitments
• Enter all travel plans and details into TripIt website for all in-person out-of-town engagements
• Submit payment of society membership yearly dues to maintain all memberships current
• Register and arrange all necessary paperwork for annual society meetings throughout the year
• Complete requests for Continuing Medical Education certificates following all applicable events, electronically file certificates and maintain tracker by logging credits in accordance to ABO website requirements
• Track and reconcile credit card transactions and expenses accordingly
• Maintain monthly updated Financial Disclosures lists to accurately assist with completion of Financial Disclosure Forms and Conflict of Interest forms

• Complete Authorship forms for manuscripts, publications, abstract submissions, etc.

• Maintain tracker of all consultancy agreements, contacts, meetings, invoices and expenses

• Ensure any daily and weekly action items are promptly followed up with and addressed
• Provide daily reminders of meetings and upcoming deadlines
• Execute other duties as assigned

Skills/Competencies:

• Strong interpersonal, communication, and customer service skills with the ability to work with all levels of employees

• Ability to competently use Mac, including iCal application
• Ability to competently use Google Sheets, Adobe Acrobat, Microsoft Office (including Word, Excel), and appropriate practice management software
• Excellent attention to detail and strong organizational skills
• Ability to identify or anticipate problems, recommend solutions, organize and analyze information
• Skill in time management, and ability to multi-task, establish priorities, and coordinate ongoing projects
• Skill in operating office equipment (printers, scanners, etc.)
• Ability to answer incoming inquiries and respond accordingly
• Ability to write and communicate effectively and professionally with strong grammar and editing skills
• Ability to communicate and present information efficiently in fast-paced clinics with Dr. Brown

Note:

• This description is intended to describe the essential job functions, the general supplemental functions and the essential requirements for the performance of this job. It is not an exhaustive list of all duties, responsibilities and requirements of a person so classified. Other functions may be assigned, and management retains the right to add or change the duties at any time.

Qualifications

Qualifications:

Education Requirements

• High School Diploma required
• College Degree preferred

 

Experience Requirements:

• 2-4 years of experience as an Administrative Assistant, Business Support, or similar role

 

Physical Requirements:

• Prolonged performance of desk-based computer tasks
• Frequent sitting
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.