Administrative Assistant

Ispor • Lawrenceville, NJ

1d • Hybrid

About The Position

ISPOR is seeking a highly organized and service-oriented Administrator to support our Information Technology and Membership departments. 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 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.
• 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.
• Assist with planning and execution of IT-related projects and initiatives.
• Processes visa letter requests for ISPOR international conference attendees
• Places orders for membership conference supplies
• Performs additional project-based duties in support of IT and organizational priorities
• Maintain confidentiality of sensitive organizational, system, and vendor information
• Manages reconciliation expenses and processing and coding IT invoices.
• Manages technology procurement requests and vendor renewals.
• Maintains records of contracts, subscriptions, and licenses

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