Commercial Administrative Assistant

Commercial Administrative Assistant

The Commercial Administrative Assistant provides administrative and operational support to the Chief Commercial Officer and the broader Commercial organization. This role helps keep priorities, meetings, travel, communications, and key deliverables organized while supporting the day-to-day administrative needs of the Mason pharmacy location. The ideal candidate is highly organized, responsive, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment. The Commercial Administrative Assistant reports to the Chief Commercial Officer and the role will be based in our Beta Bionics Pharmacy in Mason, Ohio.

Essential Duties and Responsibilities

• Provide administrative support to the Chief Commercial Officer, including calendar management, meeting coordination, travel planning, expense reporting, purchasing, document preparation, and other duties as assigned.
• Coordinate meetings for the Commercial leadership team and other cross-functional partners, including scheduling, agendas, presentation materials, meeting notes, action items, and follow-up on key deliverables.
• Assist with Commercial team meetings, business reviews, training sessions, off-site meetings, and other events, including logistics, materials, catering, travel coordination, and onsite support.
• Maintain Commercial reports, databases, distribution lists, trackers, calendars, shared drives, and files to ensure information is organized, current, and accessible to the appropriate stakeholders.
• Support the preparation, proofreading, formatting, and distribution of presentations, reports, correspondence, and other Commercial materials.
• Track action items, deadlines, and recurring deliverables and follow up with responsible team members to support timely completion.
• Serve as a central administrative point of contact for the Commercial organization and help coordinate requests across Sales, Marketing, Market Access, Pharmacy Operations, Finance, Legal, HR, and other teams, as appropriate.
• Support administrative needs at the Mason pharmacy location, including office supplies, food and beverage replenishment, visitor coordination, meeting spaces, facility and vendor requests, and employee celebrations or onsite events.
• Assist with onboarding logistics for new Commercial team members, including scheduling introductory meetings, coordinating materials, and helping ensure a smooth first-week experience.
• Handle sensitive business and personnel information with sound judgment, professionalism, discretion, and confidentiality.
• Identify opportunities to improve administrative processes, organization, communication, and team efficiency.
• Provide support to other departments when bandwidth permits and business needs require.
• Perform other duties as assigned by the Chief Commercial Officer.

Required Education and Experience

• Bachelor's degree or equivalent combination of training and experience.
• Demonstrated experience providing administrative, executive, or operational support in a professional environment.
• Proficiency with word processing, spreadsheets, presentation software, email, calendaring, and virtual meeting tools.
• Ability to work onsite at the Mason, Ohio pharmacy location five days per week.

Preferred Experience and Qualifications

• Attention to detail. The person who takes thorough notes, rechecks their work, and cares about the little things.
• Passionate about doing quality work. The person who takes personal pride in doing great work, even when it's not always recognized.
• Fast. The person who thinks fast, is good with technology, works fast, and gets annoyed when communication isn't concise.
• Highly organized. Prioritize, balance, and manage a variety of simultaneous projects effectively to successful, timely completion.
• Proactive. You anticipate needs, identify gaps, and take appropriate action without waiting for every next step to be assigned.
• Adaptive communicator. Interact daily with a wide variety of individuals and situations that require tact, discretion, diplomacy, sensitivity, confidentiality, creativity, and accountability.
• Writing. The person who can communicate clearly and concisely in written form.
• Kind. This one speaks for itself.
• Fun. The person who has a sense of humor and makes Beta Bionics a more enjoyable place for everyone to work.

Work Environment and Personal Protective Equipment

• This job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, copiers, and scanners.

Physical Demands

• While performing the duties of this job, the incumbent is regularly required to be independently mobile. The employee is also required to interact with a computer, and communicate with co-workers.

Location

• In office in Beta Bionics Pharmacy in Mason, Ohio five (5) days per week

Salary Range

$40,000 - $60,000

Benefits

• Comprehensive medical and dental coverage
• FSA and HSA Plan Options, including an annual company contribution to the HSA
• 401(k) program with employer match
• Generous vacation accrual and paid holiday schedule

Equal Employment Opportunity Statement

It is the policy of Beta Bionics to provide equal employment opportunity to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Beta Bionics will provide reasonable accommodations for qualified individuals with disabilities.