PRIMARY PURPOSE:
The primary purpose of this position is to provide operational and administrative support for the External Affairs team in all aspects of the team’s work.
Among other key duties, the Senior Manager will be accountable for proactively managing budgets across the External Affairs function, processing payments for over 100 grantees each year, serving as the Fonteva subject matter expert across External Affairs, accurately and consistently tracking and maintaining Sales Force contact databases, and annual / ad-hoc Contract development.
The Senior Manager will work with the Council of State BioScience Associations (CSBA)/External Affairs Director to ensure timely and proactive fulfillment of sponsor benefits and obligations for over 35 events per year. This requires great attention to detail, effective time management, proactive planning, and anticipating customer requests.
The Senior Manager serves as the Vice President’s primary administrative manager and operations manager for the larger External Affairs team, which involves proactive calendar management, travel planning and logistics, project management, and arranging internal and external meetings.
RESPONSIBILITIES:
• Coordinate External Affairs projects, ensuring sponsor fulfillment and managing significant logistical aspects.
• Track, document, and process financial transactions, including consultant contracts, fees, and over 100 grants annually.
• Provide executive support to VP, External Affairs, including calendaring, expense report management, travel planning, and budget maintenance.
• Act as a subject matter expert on Fonteva and Salesforce, maintaining and updating contacts.
• Provide operational support, including scheduling, coordination, and minutes, for all CSBA meetings and events as well as internal team meetings. Engage in active and proactive problem-solving and tech troubleshooting as needed to ensure seamless attendee experiences.
• Support event logistics for BIO’s annual Fly-In, collaborating closely with internal teams for successful execution.
• Manage logistics for External Affairs activities at BIO International Convention, Patient and Health Advocacy Summit, CSBA conferences, and other assigned events.
• Support CSBA off-site meetings, such as the annual summer meeting and retreat.
• Manage complimentary conference attendance program.
• Will compile BIO/CSBA biannual TEConomy or Best Practice reports [integrating inputs from across the organization, this person will handle the formatting, table of contents etc, and submitting to our designers.]
• Perform other assigned duties as necessary.
REQUIRED BACKGROUND AND SKILLS:
• Bachelor’s degree and a minimum of 5 years of related work experience as an operations or administrative professional, or an equivalent combination of education and professional experience, preferably in the field of trade associations or advocacy-focused organizations.
• Excellent planning and organizational skills
• Attention to detail and the ability to multitask
• Must be able to thrive in a dynamic and fast paced environment
• Outstanding time management skills and adherence to deadlines
• Ability to operate independently in under minimal supervision
• Outstanding collaboration skills and genuine enthusiasm for contributing to team success
• Superior interpersonal and oral and written communication skills
• Intermediate to advanced proficiency in MS Office suite as well as video conferencing software such as Zoom and Webex. Familiarity with SalesForce and/or Fonteva preferred.
