Administrative Assistant, Patient Advocacy and CDMA

Job Summary/Objective: 

This administrative role provides high-level administrative and operational support to the Patient Advocacy & Strategic Alliances team and the broader CDMA organization. This position is responsible for coordinating meetings and calendars, supporting external programs and advisory boards, managing administrative processes, and ensuring timely and effective communication across internal and external stakeholders.

Essential Job Functions:

Support for Patient Advocacy and Strategic Alliances Team:

Administrative:

• Coordinate and schedule internal and external meetings, including managing calendars, agendas, meeting logistics, and follow-up
• Provide timely status updates during weekly team meetings
• Provide timely responses to emails and requests 
• Complete team expense reports, including receipts and documentation on time
• Assist with planning and coordinating all administrative and logistical details for People with Epilepsy (PWE) conferences 
• Schedule Patient Advocacy Ambassador meetings and support ongoing communication and coordination with Ambassadors.

Patient Advocacy Corporate Memberships and Contracts:

• Complete Neurelis Payment Request Forms for signature
• Work with Director to ensure all aspects of each membership are fulfilled.

People with Epilepsy (PWE) and Care Partner Advisory Boards:

• o Ensure all participants have completed Patient Agreement and W9 forms
• o Collect participant contact information (name, mailing and email addresses).

Support for CDMA Team:

• Manage calendars and coordinate internal and external meetings for CDMA team members, with a primary focus on supporting the SVP and CMO.
• Complete teams expense reports, including receipts and documentation on time
• Coordinate administrative logistics for internal and external CDMA meetings and events
• Prepare office for when CDMA Team comes to visit Neurelis HQ.

Competency (Knowledge, Skills, and Abilities):

• Drives results by being accountable and through continuous improvement with decision-making, listening, and producing results
• Ability to organize a daily workload by priorities
• Must be able to meet deadlines in a fast-paced, quickly changing environment
• A proactive approach to problem-solving with strong decision-making skills 
• Professional level verbal and written communication skills 
• Proven administrative skills and attention to detail 
• Strong initiative and multi-tasking skills required 
• Must be self-motivated, enthusiastic, and a team player
• Ability to maintain confidential and personal information within the need-to-know elements of this role
• Ability to work effectively in a collaborative, cross-functional environment.

Personal Performance Factors:

• Demonstrates strong work ethic
• Shows initiative and holds themselves accountable
• Lives and advances the Neurelis culture and values 
• Always operates with a high degree of integrity and tact 
• Demonstrates sound judgment and decision-making ability. 

Management Responsibilities and Skills:

• No direct reports. 

Physical Demands and Work Environment: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Spends approximately 90% of work time sitting and meeting with others or working at a desk and/or computer. Spends approximately 10% of work time standing or walking within the work area or at meetings and bends, twists, stoops and reaches. Ability to communicate verbally and in writing. Occasionally lifts and/or moves up to 10 pounds. Working conditions are normal for an office environment. The noise level is usually moderate. 

Travel Requirements:

• Ability to travel 5 – 15%
• Overnight travel required? Yes
• This position has a hybrid work schedule but ideally would like someone to come to the office Mon-Thurs.

Minimum Education and Experience Required:

• High school diploma
• Requires a minimum of 1-2 years of administrative experience, preferably in a corporate, healthcare, pharmaceutical, biotechnology, or other fast-paced environment
• Experience with calendar management, meeting coordination, and expense reporting
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, with the ability to learn and effectively use other relevant software and technology platforms.

Preferred Education and Experience:

• Some college or college degree is preferable.