Clinical Executive Admin Support

About the Role

This contract position offers crucial administrative, operational, and executive support to a client's Clinical Research department. The role involves coordinating department meetings, managing calendars, arranging travel, overseeing purchasing processes, and facilitating contract workflows to ensure research leaders can effectively execute their priorities. You will serve as a primary point of contact between Clinical Research, Regulatory, Quality, Legal, Finance, and external vendors, ensuring all activities are organized and move through the necessary approval channels.

Principal Responsibilities

• Coordinate and schedule various Clinical Research meetings, including leadership sessions, departmental gatherings, project reviews, and cross-functional working groups.
• Prepare meeting agendas, compile and format presentation slides or pre-read materials, distribute documents in advance, and document action items and responsible parties.
• Maintain essential department resources such as calendars, shared tracking documents, distribution lists, and organizational charts to ensure information is current and accessible.
• Manage department communications, send out reminders, and ensure timely routing of urgent requests to the appropriate individuals.
• Assist with the onboarding and offboarding processes for department staff, temporary personnel, and consultants, including coordinating workspace and system access.
• Arrange travel logistics, create itineraries, and prepare necessary materials for Clinical Research leadership and senior staff.
• Support the planning and execution of external meetings and events, such as those involving surgeons, site personnel, advisory boards, conferences, and vendor interactions.
• Liaise with surgeon offices, administrative teams, vendors, hotels, and internal departments to confirm schedules, materials, attendance, and follow-up actions.
• Process, track, and facilitate approvals for purchase orders, invoices, and other financial transactions within specified purchasing and accounts payable systems.
• Follow up with vendors, Accounts Payable, Purchasing, and budget holders to resolve discrepancies in documentation, clarify coding, expedite approvals, or address payment issues.
• Prepare and submit expense reports for department leaders, and, when authorized, review and approve expense reports on behalf of the SVP of Clinical Research.
• Maintain tracking systems for outstanding purchase orders, invoices, expense reports, and other financial support activities.
• Create, update, route, and manage controlled Clinical Research documents within a quality system, including protocols, plans, reports, SOPs, and forms.
• Monitor the status of documents, track reviews and approvals, manage effective dates, and ensure timely progression through the quality system.
• Adhere to and enforce standardized practices for document naming, storage, version control, and specific nomenclature for EU MDR-related clinical documentation.
• Assist in retrieving documents and ensuring administrative readiness for audits, inspections, internal reviews, and requests from other departments.
• Submit and monitor contract requests for clinical vendors, consultants, surgeon-related activities, and departmental services through the legal intake system.
• Gather required contract details, facilitate document routing for review and signatures, track approval progress, and maintain comprehensive contract records.
• Collaborate with Legal, Purchasing, Finance, vendors, and internal stakeholders to address administrative contract inquiries and expedite the process.
• Manage the SVP's calendar, prioritizing and scheduling meetings, calls, travel, conferences, and other commitments.
• Prepare agendas, presentations, briefing materials, and follow-up documentation for SVP meetings and departmental leadership activities.
• Oversee SVP review and approval workflows for items such as expense reports, travel requests, performance reviews, document approvals, and contract requests.
• Proactively identify administrative needs, manage competing priorities, flag urgent matters, and help secure dedicated time for the SVP's strategic initiatives.