Position Summary:

ultrafocused – Work together to fearlessly uncover new possibilities

The Commercial Intern for Commercial Affairs provides comprehensive administrative support to the Commercial team and Office Manager, ensuring efficient operations and smooth workflow. This role requires excellent organizational, communication, and interpersonal skills, as well as the ability to handle confidential information with discretion. The ideal candidate will be proactive, detail-oriented, and capable of managing multiple tasks in a fast-paced environment.

Work Model: 

Flex: This role will typically require onsite work 2-3 days each week, or more depending on business needs. In many locations, the business will set certain days each week that Flex employees are required to be onsite.

Responsibilities:

1. Calendar Management: Schedule and coordinate meetings, appointments, and travel arrangements for Medical Affairs team members, including both internal and external stakeholders.
2. Meeting Support: Prepare meeting agendas, take and distribute meeting minutes, and manage logistics for departmental meetings, conferences, and events. 
3. Internal and External Events Support: Manage logistics (venue, transportation, accommodation), contract drafting, and payment workflow 
4. Document Management: Maintain and organize departmental files, including electronic and hard copy documents, ensuring accuracy and accessibility. This includes managing contracts, presentations, and medical literature. 
5. Expense Reporting and Budget Support: Process expense reports, track departmental budgets, and assist with procurement and invoice processing. 
6. Communication and Correspondence: Manage incoming and outgoing correspondence, including emails, phone calls, and mail, and draft and edit documents, presentations, and reports.
7. Data Entry and Reporting: Enter and maintain data in various databases and systems and generate reports as needed. 
8. Travel Coordination: Arrange complex domestic and international travel, including flights, accommodations, and transportation, and prepare travel itineraries.  
9. Vendor Liaison: Communicate with vendors and external partners regarding contracts, invoices, and other administrative matters. 
10. Compliance Support: Assist with compliance-related activities, document tracking and archiving, and ensure adherence to company policies and procedures. 
11. Office Manager Support: Provide general administrative support, CONCUR, including ordering office supplies, managing office equipment, and handling incoming and outgoing mail. 

Requirements:

1. Education: Must currently be enrolled in a degree program; associate or bachelor’s degree preferred. 
2. Experience: Minimum of 01 year of administrative experience, preferably in a medical, pharmaceutical, or healthcare setting.  
3. Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and experience with database management and electronic document management systems. 
4. Communication Skills: Excellent written and verbal communication skills, with the ability to interact professionally with individuals at all levels.  
5. Organizational Skills: Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
6. Attention to Detail: Meticulous attention to detail and accuracy in all work.  
7. Confidentiality: Ability to handle sensitive and confidential information with discretion and professionalism.
8. Problem-Solving Skills: Ability to identify and resolve administrative issues effectively. 
9. Interpersonal Skills: Strong interpersonal skills and the ability to work effectively as part of a team.
10. Adaptability: Ability to adapt to changing priorities and work in a fast-paced environment.
11. Proficiencyin Spanish and English (written and verbal) is highly desirable

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