Company Overview
Epi Excellence LLC is an epidemiology consulting company that provides pharmacoepidemiology research and strategy consulting services for large and small healthcare organizations and observational research firms. We have expertise across an array of observational research and real-world evidence (RWE) capabilities, including study design, literature review, evidence synthesis, data analysis, and results communication.
Our highly experienced team combines deep knowledge of epidemiologic methods with broad regulatory, clinical development, pharmacovigilance, market access, and real-world evidence (RWE) expertise, providing high-quality, fit-for-purpose deliverables that meet business needs.
Epi Excellence LLC is proud to be a certified National Women's Business Enterprise and a certified Minority Business Enterprise. It was named one of the 100 fastest growing, privately held companies in the Philadelphia region for two years in a row (2021, 2022) by the Philadelphia 100 Forum.
We are committed to conducting our work with:
- Integrity
- Scientific rigor
- Delivery excellence
- Accountability for high-quality results
- Flexibility and respect for personal well-being
Job Overview
Epi Excellence LLC is looking for an exceptional Executive Administrator - Operations to join their growing business operations team. The ideal candidate is a master multi-tasker with strong communication skills and a positive, "can do” attitude. We are seeking a detail-oriented, proactive and reliable Executive Administrator –Operations who strives for accuracy and high quality in fulfilling all requests. This role will ensure efficient administrative workflows, organize daily tasks, schedules and requests while providing operations support to executive leadership.
Job Summary
Administration
- Provides administrative and operations support for all duties, responsibilities, and activities of the CEO, including scheduling teleconferences, appointments, speaking engagements, interviews and travel, managing the CEO’s calendar and addressing scheduling conflicts
- Coordinates logistics and schedules meetings across multiple time zones (domestic and international); exercises discretion in committing time and evaluating needs
- Prepares, proofreads and supports development process for tools, project documentation, reports, presentations and scientific documents
- Formats documents and deliverables using Microsoft Office tools (Word, Excel, PowerPoint), ensuring accuracy and adherence to company guidelines
- Facilitates tasks to ensure compliance with internal processes, confidentiality agreements, policies, procedures and training requirements
- Supports organization of business operations digital filing systems, including file folder taxonomy, naming convention standards and archiving processes
- Manages data entry and maintains internal databases, including project tracking systems as well as staff and client contracts, records and contact databases
- Orders supplies, manages mailings, deliveries and inventory fulfillment and organization
Contract Management
- Maintains records for contract correspondence and documentation for contracted-related processes
- Monitors contract transactions and coordinates procedures for extensions, renewals and close-outs; communicates and presents information to stakeholders regarding contractual obligations, compliance with legal standards, contract terms and identified risks
Staff Support
- Coordinates, executes and tracks new staff onboarding tasks
- Assists with planning and organizing team events, staff all-hands, client meetings and conferences, including reservations, travel, and preparation of meeting agendas, minutes and documents
- Coordinates and supports staff surveys, including development, communication, collection and tracking of results
- Provides general administrative support to consultants and project teams
Communication & Interpersonal Relationships
- Supports development of email memos, guidance materials, instructions, tools, staff newsletter and other correspondence
- Drafts, reviews and sends communications on behalf of CEO
- Attends meetings and takes notes; prepares initial draft of minutes and summary of actions
- Liaises with all clients, vendors, partners and team members with professional etiquette
- Exercises excellent judgment in assessing situations and making decisions, including navigating time- sensitive and confidential topics
- Open to having work critically reviewed; ability to integrate feedback with a positive attitude as well as revisit and rework deliverables
- Fosters strong relationships and collaboration, and maintains a consistent, professional presence across all touchpoints both internally and externally
- Other tasks and special projects, as assigned by the Business Operations Team or CEO
Qualifications
Required
- Bachelor’s degree in business administration, life sciences, healthcare, public health or related field
- Minimum 6 (six) plus years of prior experience in supporting a senior executive or management team, preferably in a dynamic and fast-faced scientific, healthcare, research or consulting environment
- Demonstrated expertise with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Work experience arranging teleconferences using Zoom, Teams or Outlook
- Advanced editing, formatting and proofreading skills
- Strong written and oral communication skills
- Highly self-directed, responsive, and resourceful
- Exceptional organizational, problem-solving and prioritization skills
- Demonstrates ability to multitask and navigate detailed, high-priority requests in a deadline-driven environment
- Presents a professional image and a polite, upbeat demeanor
- Ability to work collaboratively with clients, vendors, strategic partners and staff
- Ability to learn and navigate various software programs, applications, dashboards and tools
- Experience handling travel arrangements in a professional setting
- Collaborates with cross-functional teams and stakeholders in a remote environment, ensuring efficient coordination and engagement across global time zones
- US work authorization and criminal background check are required
Preferred
- Experience with staff, vendor and client contract management processes
- Familiarity with epidemiological or research terminology
- Experience managing workflows, tasks and timelines in Monday.com and SharePoint
- East Coast-based
Schedule
- Monday through Friday, 40 hours/week on a regular schedule that is generally within normal business hours)
- Proven experience working in a fully remote environment with globally distributed teams
- Occasional travel to office
