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Administrative Assistant - Medical Affairs

Company: Lundbeck
Location: Deerfield
Posted on: March 17, 2023

Job Description:

Administrative Assistant - Medical Affairs

Requisition ID:



Deerfield, Illinois, US


Mar 4, 2023

Do you want to join a team where the mission is meaningful, the challenges are complex, and you can directly see the results of your hard work? At Lundbeck, we are tirelessly dedicated to restoring brain health, so every person can be their best. Inspired and driven by our purpose, we are the only global biopharmaceutical company focused solely on brain diseases. We have a robust and innovative pipeline, bringing forward transformative therapies to address unmet needs in neurology and psychiatry. Join us on our journey of growth!


The Administrative Assistant position provides professional administrative services to the US Medical Affairs (USMA) team. To support and improve overall operating efficiency, the individual in this role works under general guidance to plan, organize, and execute daily operations, and takes responsibility for special projects as needed.

Essential Functions:

  • Administering e-mail and calendaring via Outlook for VP US Medical Affairs

  • Supports MALT (Medical Affairs Leadership Team) with activities related to planning, organizing, and executing the day-to-day operations of USMA, including proactive & effective management of all information assets in support of MALT cross-functional activities, including coordination of meeting agendas, minutes, materials, & schedules

  • Coordinating travel arrangements for MALT in line with company travel policy (air, hotel, car, transfers, and rail)

  • Compiling, processing, and submitting expense reports for MALT utilizing Concur, Bank of America and work systems

  • Managing departmental logistics: distributing mail, producing, and distributing correspondence memos, letters, email distribution lists, SharePoint site, DocuSign, organizational charts, lists, reports, faxes, forms, ordering office supplies, including meeting logistics (room reservations, video conferencing, meal catering) for USMA & MALT (outside of quarterly meetings)

  • Contract Coordinator for department - Process all vendor contracts through the Ariba system

  • Processing Purchase Orders, and non-PO payments through the SAP system, as well as vendor set up,and responsible for budget tracking

  • Coordinating interview process and onboarding for all MA candidates (scheduling, travel logistics and point of contact)

  • Providing front desk and other department back-up and/or relief as required

  • Serve as Department Safety Marshal

    Required Education, Experience, and Skills:

    • High School Diploma/GED

    • 3+ years of administrative experience supporting multiple individuals in a fast-paced environment

    • Ability to handle day-to-day activities while meeting important deadlines on a variety of projects

    • Proficient in MS Word, Excel, PowerPoint, Outlook, and Teams, and solid internet research abilities

      • Clear and professional, written, oral, and interpersonal skills

      • Ability to handle sensitive information with the highest degree of integrity and confidentiality

        • Anticipate and advise on departmental needs

        • Demonstrated initiative and ability to accomplish set objectives with minimal supervision (a self-starter)

        • Ability to work well in a team environment

        • The Company requires all employees to be fully vaccinated against COVID-19 as a condition of employment. Newly hired employees must be fully vaccinated against COVID-19 and provide proof upon hire, or request a medical or religious accommodation

          Preferred Education, Experience, and Skills:

          • 5+ years direct department administrative experience

          • Experience in the pharmaceutical industry

          • Accredited BS/BA degree


            • No overnight travel requested unless unique circumstances arise

              #LI-LM1, #LI-Hybrid

              Why Lundbeck

              Lundbeck is unique from other biopharmaceutical companies in that we are 70 percent owned by a research-focused foundation. We have a deep heritage of discovery and have brought breakthrough therapies to millions of people across the globe. And we're just getting started! Our success is driven by our great people and inclusive culture, which is guided by our beliefs of being Patient-Driven, Courageous, Ambitious, Passionate & Responsible. Are you ready to make an impact, one patient at a time?

              Lundbeck offers a robust and comprehensive benefits package to help employees live well and protect their health, family, and everyday life. Information regarding our benefit offering can be found on the U.S. career site.

              Lundbeck is committed to working with and providing reasonable accommodations to disabled veterans and other individuals with disabilities during our employment application process. If, because of a disability, you need a reasonable accommodation for any part of the application process, please visit the U.S. career site.

              Lundbeck is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, protected veteran status, and any other characteristic protected by law, rule, or regulation. Lundbeck participates in E-Verify.

Keywords: Lundbeck, Arlington Heights , Administrative Assistant - Medical Affairs, Healthcare , Deerfield, Illinois

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