Commercial Administrative Specialist

Help us change lives

At Exact Sciences, we're helping change how the world prevents, detects and guides treatment for cancer. We give patients and clinicians the clarity needed to make confident decisions when they matter most. Join our team to find a purpose-driven career, an inclusive culture, and robust benefits to support your life while you're working to help others.

Position Overview

The Commercial Administrative Specialist is responsible for a variety of duties in support of the commercial organization to streamline business processes and drive efficiencies. This position provides technical and administrative support related to a variety of areas, including managing calendars, compiling and analyzing data, coordinating events and meeting logistics, functional budget processes and expense reconciliation, managing team resources and supplies, and serving as a coordination point for contracts with vendors facilitating the approval process, tracking status, and problem solving if issues arise during the process. Given the nature of the function, strong integrity and ability to maintain confidentiality is key to the success of the position. This position interfaces with senior leaders, directors, managers, and visitors to gather and exchange information.

Essential Duties

Include, but are not limited to, the following:

• Manage the day-to-day calendar for leadership; assuming central coordination for internal and external requests and proactively managing cadence for standing meetings (one-on-ones, team meetings, etc.); managing expense reconciliation, travel arrangements and other tasks.

• Drive effective record-keeping through management of an efficient communication and organizational system.

• Assist with the process related to management of contracts and purchase requisition requests with vendors. This includes maintaining oversight of the contract process in cooperation with the contract owner and creating the purchase requisition request that is routed for approval. Receive all commercial invoices, assign appropriate purchase order and work with appropriate owner to get final approval to process.

• Maintain documentation and tracking system of purchase orders for vendors to keep team informed of status and history.

• Prepare and coordinate presentation materials for meetings.

• Provide assistance for internal and external events, which may include venue contracting, food and beverage coordination, entertainment & attendance tracking.

• Collaborate with leaders and assistants from multiple functions internally and with partners externally to effectively manage availability and capacity of the team.

• Support team communication efforts by authoring or editing team or company-wide communications.

• Participate in project teams to support cross-business unit initiatives, as needed.

• Communicate and collaborate cross functionally and within commercial team.

• Effective project management abilities; including, but not limited to, managing multiple projects simultaneously, to researching vendors, providing summaries of findings, updating key stakeholders.

• Adaptable, open to change and able to work in ambiguous situations and respond to new information and unexpected circumstances.

• Strong interpersonal and teamwork skills; ability to easily convey concepts and priorities, as well as ability to solicit feedback and inputs.

• Build relationships and effectively connect with others; approachable and viewed as a responsive resource for employees and leaders.

• Uphold company mission and values through accountability, innovation, integrity, quality, and teamwork.

• Support and comply with the company's Quality Management System policies and procedures.

• Maintain regular and reliable attendance.

• Ability to act with an inclusion mindset and model these behaviors for the organization.

• Ability to work on a mobile device, tablet, or in front of a computer screen and/or perform typing for approximately 90% of a typical working day.

• Ability to work on a computer and phone simultaneously.

• Ability to travel 10% of working time away from work location, may include overnight/weekend travel.

Minimum Qualifications

• Bachelor's Degree in Business Administration, Administrative support or field as outlined in the essential duties or High School Diploma/GED and 4 years of experience relevant experience as outlined in the essential duties in lieu of Bachelor's Degree.

• 5+ years of experience working in an administrative support or related capacity, demonstrating progressively increasing responsibilities.

• Experience with the business travel & expense platforms & receipt reconciliation.

• Experience managing Microsoft Outlook calendars for individuals & groups.

• Demonstrated initiative and innovation; experience identifying needs for improvement and seeking/developing creative solutions.

• Demonstrated ability to interact professionally, coordinate and communicate effectively with internal staff and external customers.

• Well-organized with extremely strong attention to detail.

• Strong, demonstrated organizational and time-management skills.

• Excellent verbal and written communication skills.

• Adaptable, open to change and able to work in ambiguous situations and respond to new information and unexpected circumstances.

• Strong interpersonal and teamwork skills including the ability to easily convey concepts and priorities as well as the ability to solicit feedback and inputs.

• Proficient in Microsoft Office, Excel, Word, PowerPoint.

• Demonstrated ability to perform the essential duties of the position with or without accommodation.

• Authorization to work in the United States without sponsorship.

Preferred Qualifications

• Previous working experience in a commercial or marketing team.

• 2+ years project management experience.

• Proficient in SAP.

#LI-EL1

Salary Range:

$67,000.00 - $109,000.00

The annual base salary shown is for this position located in US - WI - Madison on a full-time basis. In addition, this position is bonus eligible, and is eligible to receive company stock upon hire as well as annually.

Exact Sciences is proud to offer an employee experience that includes paid time off (including days for vacation, holidays, volunteering, and personal time), paid leave for parents and caregivers, a retirement savings plan, wellness support, and health benefits including medical, prescription drug, dental, and vision coverage. Learn more about our benefits.

Our success relies on the experiences and perspectives of a diverse team, and Exact Sciences fosters a culture where all employees can develop personally and professionally with a sense of respect and belonging. If you require an accommodation, please contact us here.

Not ready to apply? Join our talent community and stay up to date on what's new at Exact Sciences.

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, creed, disability, gender identity, national origin, protected veteran status, race, religion, sex, sexual orientation, and any other status protected by applicable local, state, or federal law. Any applicant or employee may request to view applicable portions of the company's affirmative action program.

To view the Right to Work, E-Verify Employer, and Pay Transparency notices and Federal, Federal Contractor, and State employment law posters, visit our compliance hub. The documents summarize important details of the law and provide key points that you have a right to know.