Commercial Administrative Specialist

JOB SUMMARY:

Location Preferred: Greater Philadelphia or San Diego area (the person must work within EST hours).

We are looking for an experienced and motivated person to fill the position of Commercial Administrative Specialist. This position is a great opportunity for someone interested in taking on a leadership role and working collaboratively with a team of professionals. The successful candidate will be responsible for managing a variety of tasks essential to the daily operations of the organization. With a wide range of duties, from leading and coordinating field sales meetings and society events to providing executive support, this position requires someone with great attention to detail, strong problem-solving skills and the ability to multitask in a fast-paced environment.

 ESSENTIAL DUTIES & RESPONSIBILITIES:

• Collaborates with the Chief Commercial Officer (CCO) and the Vice President of Sales to manage administrative tasks related to the sales team.
• Organizes and plans field engagements with healthcare professionals (HCPs) and field representatives for leadership.
• Coordinates logistical planning for sales meetings, which includes site searches, contracting, legal reviews, travel arrangements, communications, and payments.
• Manages administrative communications and follow-ups with the field sales team, including requests from field admins, required training, HR matters, and additional responsibilities as required. 
• Supports commercial departmental leadership in the administrative aspects of contracting, ensuring coordination among the commercial team, finance, legal, and external partners.
• Monitors and tracks compliance with tasks assigned to the sales team, preparing reports for sales leadership along with suggested actions when appropriate.
• Collaborate with Area Sales Managers and Specialty Sales Representatives to manage regional and local society meetings, overseeing processes, budgets, payments, compliance approval, and communications with societies and the sales team.
• Supports departmental leadership on monthly accruals and invoicing related to agency partners and accounts payable, including processing payments and reconciling invoices on a monthly and quarterly basis while working closely with the finance team and commercial leadership.
• Other duties as assigned.

 EDUCATION AND EXPERIENCE:

• Bachelor’s degree in communications, business, or marketing preferred. 
• 2+ years in an administrative role in the pharmaceutical or medical device industry preferred.
• Proven experience as a strong administrative coordinator/specialist in a similar role.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Proficiency in MS Office suite (Word, Excel, PowerPoint, Outlook)
• Effective communication and interpersonal skills
• Excellent written and verbal communication skills
• Excellent time management and organizational skills
• Knowledge of basic bookkeeping and budgeting procedures
• Ability to prioritize tasks and manage workload efficiently
• Attention to detail and problem-solving skills
• Ability to work independently and as part of a team
• Professional demeanor and ability to maintain confidentiality
• Customer Service Orientation
• Must be willing to travel up to 10% of the time and if located in the San Diego area, position will be hybrid