Administrative Assistant

Ispor • Lawrenceville, NJ

25d • Hybrid

About The Position

ISPOR is seeking a highly organized and service-oriented Administrator to support The ISPOR Institute. This role provides essential administrative, scheduling, documentation, and coordination support to teams that help staff work effectively and deliver a positive experience for ISPOR members. The Administrative Assistant will support the assigned department to achieve its goals and objectives. Responsibilities include working closely with department team members to support the department's goals and collaborating on cross-functional projects.

Requirements

• Minimum of a high school diploma or equivalent
• 3+ Years of administrative office experience.
• Highly proficient in Microsoft Office Applications (Excel, Word, PowerPoint, Teams, SharePoint) and Zoom, with the ability to learn new technology platforms
• Ability to manage multiple projects and assignments from several staff members
• Detail-oriented, independent learner who can adapt to fast-paced environments and work with diverse professionals
• Highly organized with good time management skills
• Effective verbal and written communication skills, including communicating with precision across levels and functions
• Strong attention to detail and excellent proofreading skills
• Solid business acumen and creative problem-solving skills
• Personal qualities of integrity, credibility, and commitment to the mission of ISPOR
• Must be flexible and available to work across different time zones.
• Applicants must be currently authorized to work in the United States (U.S.) on a full-time basis.
• ISPOR will not provide employment sponsorship for this position (e.g., H-1B Visa or other U.S. employment authorization).

Nice To Haves

• Associate or bachelor's degree
• Experience working in a global organization, association, or other nonprofit, healthcare, communications agency, or related organization is a plus
• Experience in a matrix/cross-functional team environment, with a natural inclination for working collaboratively across teams, cultures, and experience levels
• High cultural sensitivity and awareness

Responsibilities

• Provides administrative and organizational support to the assigned department.
• Coordinates virtual and in-person meetings across multiple time zones as required, setting agendas, determining participant availability (eg, Doodle), and providing a draft of the discussion summary.
• Assists with meetings and special events, including sending invitations, managing hotel arrangements, meeting/event logistics, managing responses, and completing expense reimbursements.
• Prepares meeting materials (e.g, participant lists, agendas, and development of PowerPoint slides) for distribution to meeting participants.
• Follows up on action items to keep departments informed about key deliverables, deadlines, and critical updates.
• Maintains departmental SharePoint site.
• Creates and administers surveys for special projects (eg, SurveyMonkey).
• Maintains calendar of events in Outlook and project plans in Asana.
• Services general inbox and inquiries, providing high-level external-facing customer service.
• Serves as a liaison by communicating administrative information to other departments and individuals within ISPOR.
• Proofreads and edits business documents.
• Assists with web-based research, as necessary, to collect relevant information.
• Uses and manages spreadsheets and performs rudimentary analysis of them.
• Provides direct administrative and organizational support to the Executive Director and the ISPOR Institute, including calendar management, scheduling, meeting preparation, and follow-up on priority tasks.
• Tracks deadlines, deliverables, commitments, action items, and next steps on behalf of the Executive Director to support timely follow-through and keep Institute activities moving forward.
• Maintains stakeholder contact lists, distribution lists, shared files, SharePoint resources, Outlook calendars, project plans, and other administrative systems for Institute partners, funders, advisors, collaborators, and internal team.
• Supports preparation for meetings with senior ISPOR leaders, external partners, funders, advisory groups, and other stakeholders by assembling participant lists, agendas, background materials, presentations, and related documents.
• Assists with Institute fundraising and business development administration, including maintaining prospect lists, supporting outreach tracking, preparing materials, and coordinating follow-up.
• Coordinates travel, conference registrations, itineraries, hotel arrangements, expense reimbursements, and other logistics for Institute-related meetings, events, and engagements.
• Conducts research, analysis, and other tasks that support Institute priorities.

Benefits

• Competitive pay
• Robust benefits plan
• Generous PTO – 20 days prorated the first year
• Extraordinary holiday schedule including winter break (the last week of the year)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED