Administrative Assistant

ISPOR • Lawrence Township, NJ

26d • $25 - $27 • Hybrid

About The Position

ISPOR is recognized as the global leader in health economics and outcomes research excellence (HEOR). The ISPOR Institute for Healthcare Transformation was created to bridge the gap between HEOR and its real-world application. The Institute is committed to discovering ways for health economics and outcomes research (HEOR) to have more impact. Our founding belief is that by fostering more connections between evidence-producers and decision-makers, we increase the chances that they will make and implement better decisions to benefit patients worldwide. The ISPOR Institute fosters critical dialogue and collaboration by: Investigating and defining challenges where current approaches don't work, Convening key stakeholders from across sectors to co-create solutions, Testing solutions in real decision settings to transform system effectiveness. As a new department within ISPOR, the Institute is in early stages of development but aims to become the go to neutral convener for translating HEOR into real world applications. 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. This is an opportunity to bring your attention to detail, communication skills, and a collaborative approach to a dynamic, mission-driven organization.

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 preferred
• 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.

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. This position is non-exempt, with an hourly rate of $25.00 - $27.00, commensurate with skills and experience.
• 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