Clinical Executive Admin Support (Hybrid)

Clinical Executive Admin Support (Hybrid)

This contract opportunity provides vital administrative, operational, and executive support to our client's Clinical Research department. You will coordinate department meetings, calendars, travel, purchasing, and contract workflows to help research leaders execute priorities efficiently. To keep activities organized and moving through the proper approval channels, you will act as a key liaison between Clinical Research, Regulatory, Quality, Legal, Finance, and external vendors.

Principal Responsibilities

Administrative and Department Coordination

• Schedule and coordinate recurring and ad hoc Clinical Research meetings, including leadership meetings, department meetings, project reviews, and cross-functional working sessions.
• Prepare meeting agendas, collect and format slides or pre-read materials, distribute documents before meetings, and capture action items or follow-up owners when requested.
• Maintain department calendars, shared trackers, distribution lists, organizational charts, and other department reference materials so current information is easy to find.
• Coordinate department communications, reminders, and routing of time-sensitive requests to the correct owners.
• Support onboarding, offboarding, and workspace or system access coordination for department staff, temporary staff, and consultants as needed.

Travel, Events, and External Stakeholder Support

• Arrange travel, itineraries, meeting logistics, and related materials for Clinical Research leadership and senior staff.
• Support planning and logistics for external meetings or events, including surgeon or site-facing meetings, advisory activities, conferences, and vendor meetings.
• Coordinate with surgeon offices, administrative staff, vendors, hotels, meeting venues, and internal teams to confirm schedules, materials, attendance, and follow-up needs.

Financial, Purchasing, and Expense Support

• Initiate, track, and help route purchase orders, invoices, and approvals in Medius and related purchasing or accounts payable workflows.
• Follow up with vendors, Accounts Payable, Purchasing, and budget owners to resolve missing documentation, coding questions, approval delays, or payment issues.
• Prepare and submit expense reports for department leadership and review or approve expense reports on behalf of the SVP of Clinical Research when delegated.
• Maintain status trackers for open purchase orders, invoices, expense reports, and other department financial support activities.

Clinical Documentation and Quality System Support

• Create, revise, route, and maintain controlled Clinical Research documents in Pilgrim SmartSolve, including protocols, plans, reports, SOPs, forms, and other department-controlled records.
• Track document status, pending reviews, approvals, effective dates, and required follow-up so controlled documents progress through the quality system on time.
• Apply and maintain standardized document naming conventions, filing locations, version control practices, and EU MDR-related clinical documentation nomenclature.
• Support document retrieval, filing, and administrative readiness for audits, inspections, internal reviews, and cross-functional requests.

Contracts and Legal Workflow Support

• Submit and track contract requests in the legal database or intake system for clinical vendors, consultants, surgeon-related activities, and department service providers.
• Collect required contract information, route documents for review and signature, monitor approval status, and maintain complete contract records.
• Coordinate with Legal, Purchasing, Finance, vendors, and internal business owners to resolve administrative contract questions and keep requests moving.

Executive Support for the SVP of Clinical Research

• Own the SVP's calendar, including scheduling, prioritizing, and adjusting meetings, calls, travel, conferences, and internal or external commitments.
• Prepare agendas, presentations, briefing materials, meeting packets, and follow-up items for SVP meetings and department leadership activities.
• Coordinate SVP review and approval workflows, including expense reports, travel requests, performance review routing, document approvals, contract requests, and other delegated items.
• Anticipate administrative needs, organize competing requests, flag urgent items, and help protect time for strategic Clinical Research priorities.

Qualifications

• 3-5+ years of administrative, operations, clinical research, quality systems, regulated industry, or related experience preferred.
• Experience supporting executives, senior leaders, department operations, program coordination, or cross-functional teams preferred.
• Experience coordinating calendars, meetings, travel, expense reports, purchase orders, invoices, contracts, document routing, and confidential materials.
• Strong working knowledge of Microsoft Word, PowerPoint, Excel, Outlook, and Teams; ability to learn company systems such as Medius, Pilgrim SmartSolve, and legal database tools.
• Strong written and verbal communication skills, attention to detail, follow-through, organization, and ability to prioritize multiple requests independently in a deadline-driven environment.