Note: The job is a remote job and is open to candidates in USA. SPECTRAFORCE is seeking an Administrative Assistant for event closeout activities. This role provides essential administrative and operational support to ensure timely execution of closeout activities and compliance with client service level expectations.
Responsibilities
- This role provides administrative and operational support for program closeout activities, including documentation coordination, data entry and validation, status tracking, and support of compliance related closeout requirements
- The position supports AbbVie Speaker Bureau programs
- This is a temporary role intended to provide coverage during a defined transition period
- Timely execution of closeout activities supported by this role is critical to meeting client service level expectations; delays increase risk of downstream compliance issues and potential financial impacts under contractual service requirements
- Post-program: Once e-signatures/sign-in sheets are received and attested to by the rep, the coordinator will call or research each attendee registered to verify all information for certificates (including the spelling of names, degrees, email addresses, affiliation names and addresses, and ship-to numbers)
- If information is missing, the coordinator will reach out to the rep or attempt to retrieve it via internet search
- Coordinators are responsible for retrieving invoices and breaking them out properly
- An F&B receipt breakout Excel sheet must be filled out and uploaded for each program
- The cost per person needs to be added into Unified
- Inputting final dollar amounts in Unified
- Closing out the program: The team must go through each tab to ensure everything is filled out and uploaded correctly, so statuses can be flipped to 'ready for reconciliation' and 'coordinator verified.'
- All work must be completed by closeout deadlines
Skills
- Detail-oriented
- Organized
- Able to follow timelines
- Proficient in Excel
- Some experience with Unified software
- Pharmaceutical experience greatly preferred
Company Overview