Administrative Assistant

Position Summary Support the Market Access Strategy organization in the operational management, coordination, onboarding, budgeting, and governance of individual consultants and consulting firms supporting Market Access teams. Responsibilities include vendor onboarding, contract and SOW coordination, financial tracking, PO management, consultant repository maintenance, and ensuring compliant engagement lifecycle management. This role is approximately 20% allocation with seasonality and heavier support needs in Q4.

Part time:

15 - 25 hours/week

Pay:

$30/hr to $35/hr Top Skills Required Vendor & Contract Management Financial & Budget Coordination Project Management & Cross-Functional Coordination Key Responsibilities Individual Consultant Management (Ad Hoc Consulting Support) Manage onboarding and maintenance of individual consultants within iHub and applicable systems Identify and recommend new consultants while managing the transition of retiring or underutilized consultants to maintain a strong consultant bench Coordinate consultant interviews and onboarding activities Support establishment and maintenance of consultant contracts, FMVs, and engagement documentation Maintain centralized repository of consultant profiles, expertise, contract status, and engagement history Proactively identify and recommend new consultants to expand the consultant bench based on evolving business needs Coordinate scheduling of ad hoc consulting engagements and meetings based on stakeholder availability Ensure timely response and coordination for incoming consulting requests across teams Manage consultant closeout activities, invoice tracking, and compliance documentation Monitor contract cycles and funding status to prevent disruptions to active engagements Support annual budgeting and forecasting activities based on departmental consultant utilization trends Consulting Firm & SOW Management Manage onboarding and operational coordination of consulting firms supporting organizations Coordinate SOW creation, renewals, amendments, and execution tracking Submit and manage purchase orders (POs) associated with consulting engagements Track consulting spend, accruals, and reconciliation activities across departments Support cross-charge tracking and reconciliation for shared consulting engagements Maintain centralized tracking of consulting firm contracts, SOWs, timelines, and budget status Ensure timely invoice processing and alignment with approved scopes and budgets Partner with finance/accounting stakeholders to ensure continuity of engagements and budget visibility Strategy Team Operational Support Support strategy-led summits, advisory boards, panel discussions, and consulting engagements Coordinate operational logistics related to external experts, panelists, and consulting partners Assist with contracting, SOWs, budgeting, invoicing, and engagement coordination for strategic initiatives Provide administrative and operational support for consulting-related activities tied to strategic programs and leadership meetings Required Qualifications Bachelor's degree preferred in Business, Finance, Operations, or related field 3+ years of experience in project coordination, vendor management, consulting operations, procurement, or financial operations Experience supporting pharmaceutical, healthcare, consulting, or Market Access organizations preferred Experience with contract management systems, PO processes, budgeting tools, and vendor onboarding platforms (e.g., iHub) preferred Required Skills Vendor & Contract Management Strong ability to manage consultant onboarding, contracts, SOWs, FMVs, invoicing, and engagement lifecycle activities with high attention to detail and compliance. Financial & Budget Coordination Experience managing budgets, purchase orders, accruals, reconciliations, and spend tracking across multiple stakeholders and departments. Project Management & Cross-Functional Coordination Strong organizational and communication skills with the ability to manage multiple requests, coordinate schedules, prioritize timelines, and work across Market Access, Finance, Procurement, Compliance, and Strategy teams. The Company offers the following benefits for this position, subject to applicable eligibility requirements: medical insurance, dental insurance, vision insurance, 401(k) retirement plan, life insurance, long-term disability insurance, short-term disability insurance, paid parking/public transportation, paid time off, paid sick and safe time, hours of paid vacation time, weeks of paid parental leave, and paid holidays annually - as applicable.