Administrative Assistant, Patient Advocacy and CDMA

Neurelis•San Diego, CA

11d•Hybrid

About The Position

This administrative role provides high-level administrative and operational support to the Patient Advocacy & Strategic Alliances team and the broader CDMA organization. This position is responsible for coordinating meetings and calendars, supporting external programs and advisory boards, managing administrative processes, and ensuring timely and effective communication across internal and external stakeholders.

Requirements

High school diploma
Requires a minimum of 1-2 years of administrative experience, preferably in a corporate, healthcare, pharmaceutical, biotechnology, or other fast-paced environment
Experience with calendar management, meeting coordination, and expense reporting
Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, with the ability to learn and effectively use other relevant software and technology platforms.
Ability to organize a daily workload by priorities
Must be able to meet deadlines in a fast-paced, quickly changing environment
A proactive approach to problem-solving with strong decision-making skills
Professional level verbal and written communication skills
Proven administrative skills and attention to detail
Strong initiative and multi-tasking skills required
Must be self-motivated, enthusiastic, and a team player
Ability to maintain confidential and personal information within the need-to-know elements of this role
Ability to work effectively in a collaborative, cross-functional environment.
Demonstrates strong work ethic
Shows initiative and holds themselves accountable
Lives and advances the Neurelis culture and values
Always operates with a high degree of integrity and tact
Demonstrates sound judgment and decision-making ability.

Nice To Haves

Some college or college degree is preferable.

Responsibilities

Coordinate and schedule internal and external meetings, including managing calendars, agendas, meeting logistics, and follow-up
Provide timely status updates during weekly team meetings
Provide timely responses to emails and requests
Complete team expense reports, including receipts and documentation on time
Assist with planning and coordinating all administrative and logistical details for People with Epilepsy (PWE) conferences
Schedule Patient Advocacy Ambassador meetings and support ongoing communication and coordination with Ambassadors.
Complete Neurelis Payment Request Forms for signature
Work with Director to ensure all aspects of each membership are fulfilled.
Ensure all participants have completed Patient Agreement and W9 forms
Collect participant contact information (name, mailing and email addresses).
Manage calendars and coordinate internal and external meetings for CDMA team members, with a primary focus on supporting the SVP and CMO.
Complete teams expense reports, including receipts and documentation on time
Coordinate administrative logistics for internal and external CDMA meetings and events
Prepare office for when CDMA Team comes to visit Neurelis HQ.