Clinical Administrative Assistant

at  KUMQUAT BIOSCIENCES INC

Description:
Kumquat Biosciences is looking for a dynamic individual with strong written and verbal communication, administrative, and organizational skills, who will have the ability to exercise good judgment in a variety of situations, The Clinical Admin should have the ability to maintain a realistic balance among multiple priorities and will have the ability to work independently on projects, from conception to completion. The Clinical Admin will provide administrative support to the Chief Medical Officer (CMO), VP Clinical Operations, VP Regulatory Operations, VP Clinical Development and others on the clinical team. We are looking for a motivated self-starter and strong communicator with an elevated level of commitment, ownership, and sense of urgency.

Key Responsibilities

• Primary support Chief Medical Officer, and VPs managing calendars based on key business priorities (ex. special projects, issues and escalations, time zone complexities). This involves networking with other executive assistant team members.
• Responsible for creating and coordinating all travel, including domestic and international travel with expected changes, and creating expense reports.
• Develop meeting agendas, facilitate meetings (keeping agenda and goals on track), take minutes, and follow up on action items
• Organize all aspects for offsite conferences and external events, including coordinating meetings with external investigators and vendors, catering and transportation
• Review and track contracts for the department before submitting to Legal review. Coordinate contract communication between department and vendors.
• Employs tact and good judgment in confidential situations, and proven experience interacting with senior management, keeper of confidential information i.e. leadership team meeting topics, personal information related to employee performance,
• Proactively identifies and communicates issues, problems, and takes the opportunity to analyze and recommend solutions. Reports appropriate feedback to their executives.
• Anticipates upcoming needs as it relates to their scope of responsibility and executes appropriate course of action. Manage and correct deviations for timelines when applicable i.e. collection of documents, reports, and rollup of information, getting performance reviews in on time.
• Collaborates with HR on interviewing efforts with senior leadership, as needed
• Assists with onboarding and offboarding of personnel into the department
• Perform other duties as assigned.
• Active member on events committees and supporting team building initiatives as needed.
• Creation and ongoing maintenance of cloud-based file organization and records, upkeep of executives’ memberships, dues, etc.
• Management of calendar and schedule as needed

Requirements:

• Bachelor’s degree preferred or a combination of experience and training.
• 5 years of experience supporting C-level management within the biotech/ pharmaceutical industry preferred.
• Ability to work across time zones and exhibit flexibility in work schedule.
• Proficient with basic computer skills including typing and 10-key by touch, Word, Excel, PowerPoint, Outlook, WebEx/MS Teams SharePoint and Office 365[AU1]
• Project management experience strongly preferred.
• Experience working in the Clinical Development department of a Biotech and/or start-up company strongly preferred.
• Ability to exercise discretion and independent judgment regarding highly sensitive and external communications.
• Excellent communication skills, verbal and written coupled with strong command of English grammar.
• High emotional intelligence and relationship-building skills at all levels of the organization.
• Ability to work collaboratively within administrative team. Maintains strong working relationship with other administrative support professionals in support of executive and company initiatives.
• Ability to exhibit professional communication/coordination with key external partners/stakeholders
• Ability to work well with diverse personalities.
• Excellent professionalism and strong interpersonal skills.
• Must have a positive “can do” attitude and show excellent judgement as well as work well independently.
• Flexibility to accommodate rapidly changing priorities and deadlines.

• Primary support Chief Medical Officer, and VPs managing calendars based on key business priorities (ex. special projects, issues and escalations, time zone complexities). This involves networking with other executive assistant team members.
• Responsible for creating and coordinating all travel, including domestic and international travel with expected changes, and creating expense reports.
• Develop meeting agendas, facilitate meetings (keeping agenda and goals on track), take minutes, and follow up on action items
• Organize all aspects for offsite conferences and external events, including coordinating meetings with external investigators and vendors, catering and transportation
• Review and track contracts for the department before submitting to Legal review. Coordinate contract communication between department and vendors.
• Employs tact and good judgment in confidential situations, and proven experience interacting with senior management, keeper of confidential information i.e. leadership team meeting topics, personal information related to employee performance,
• Proactively identifies and communicates issues, problems, and takes the opportunity to analyze and recommend solutions. Reports appropriate feedback to their executives.
• Anticipates upcoming needs as it relates to their scope of responsibility and executes appropriate course of action. Manage and correct deviations for timelines when applicable i.e. collection of documents, reports, and rollup of information, getting performance reviews in on time.
• Collaborates with HR on interviewing efforts with senior leadership, as needed
• Assists with onboarding and offboarding of personnel into the department
• Perform other duties as assigned.
• Active member on events committees and supporting team building initiatives as needed.
• Creation and ongoing maintenance of cloud-based file organization and records, upkeep of executives’ memberships, dues, etc.
• Management of calendar and schedule as neede