Administrative Assistant, Clinical and Regulatory

Summary of Major Responsibilities

The Administrative Assistant, Clinical & Regulatory is responsible for a variety of duties and responsibilities in support of the Vice President, Clinical & Regulatory and the Clinical and Regulatory Affairs function at Exact Sciences. This position provides technical and administrative support related to a variety of areas, including managing an executive calendar and travel, compiling and analyzing data, coordinating events and meeting logistics, supporting budget processes and expense reconciliation, managing resources and supplies and serving as a coordination point for documentation, meeting notes and archives. This is a customer-facing position externally and across the business and requires the need to manage concurrent activities and interact with individuals at all levels of the organization.  This position reports to the VP, Clinical & Regulatory.

Essential Duties and Responsibilities

  • Executive support: manage the day-to-day calendar for the VP, Clinical & Regulatory; assuming central coordination for internal and external requests and proactively managing cadence for standing meetings (one-on-ones, team meetings, etc.); manage expense reconciliation & travel arrangements and other tasks as needed
  • Ownership of the Clinical Affairs & Regulatory team calendars, including full responsibility for coordinating logistics for broad team or sub-team meetings, offsite events, celebrations and external events (conferences, career fairs, etc.)
  • Support processes related to invoicing and budget reconciliation; includes management of purchase requisition requests, contract reviews through legal function, invoice reconciliation & ongoing, functional budget analysis
  • Provide assistance for team, vendor, and other external meetings, which may include venue contracting, food and beverage coordination, & attendance tracking
  • Draft correspondence and presentations, types from notes, transcribes from voice recording dictation, edits, proofreads, formats, photocopies, faxes, files, etc. which may be of a confidential nature.  Prepares presentation materials for meetings
  • Monitor multiple shared email inboxes; triage requests as appropriate
  • Maintain clear and complete records as well as follows procedures to comply with all elements of Exact Sciences’ Quality System relevant to the position
  • Serve as back-up support for central reception at the corporate headquarters location (includes break coverage for Receptionist) at least two hours per week

Qualifications

Minimum Requirements

  • Associates degree or the equivalent combination of education and experience
  • At least five (5) years of experience working in an administrative support capacity, demonstrating progressively increasing responsibilities; Executive support preferred
  • Experience with the business travel & expense platforms & receipt reconciliation
  • Experience managing Microsoft Outlook calendars for individuals & groups
  • Highly proficient in Microsoft Excel, Word and Power Point with demonstrated ability to create presentations, draft communications & perform analyses (including application of formulas and PivotTables)
  • Demonstrated initiative and innovation; experience identifying needs for improvement and seeking/developing creative solutions
  • Demonstrated ability to interact professionally, coordinate and communicate effectively with internal staff and external customers
  • Demonstrated ability to build relationships and effectively connect with others; approachable & viewed as a responsive resource
  • Well organized with extremely strong attention to detail
  • Strong, demonstrated organizational and time-management skills
  • Excellent verbal and written communication skills, as demonstrated by work samples
  • Adaptable, open to change and able to work in ambiguous situations and respond to new information and unexpected circumstances
  • Strong interpersonal and teamwork skills including the ability to easily convey concepts and priorities as well as the ability to solicit feedback and inputs
  • Demonstrated ability to maintain confidentiality of sensitive employee information                              

 

Physical Requirements

  • Ability to use computers daily in an interactive manner for extended periods of time and up to 8 hours per day
  • Ability to sit for an extended period of time
  • Ability to stand for extended periods of time and up to 6 hours at a time
  • Ability to listen and speak on the telephone and write simultaneously
  • Ability to frequently and accurately communicate with employees, customers, and vendors in person, via the telephone or by email
  • Ability to operate telephone system and computer keyboard and printer
  • Ability to lift and move up to 40 pounds on an occasional basis

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EEO Disclosure

Exact Sciences is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, creed, disability, gender identity, national origin, protected veteran status, race, religion, sex, sexual orientation, and any other status protected by applicable local, state or federal law. The Company’s affirmative action program is available to any applicant or employee for inspection upon request. 


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