Administrative Assistant

Red Oak is a joint venture between two Fortune 20 leading healthcare companies, CVS Health and Cardinal Health, responsible for securing generic pharmaceuticals for both organizations. Pharmaceutical Sourcing team is comprised of industry experts, strategists, and entrepreneurial thinkers who apply innovative strategies to bring generic pharmaceuticals to market more efficiently.Enjoy the best of both worlds with our hybrid schedule! Work from the comfort of home on Mondays and Fridays and join the team in our welcoming office space on Tuesdays, Wednesdays, and Thursdays for collaboration and connection.Position summary:The Administrative Assistant provides critical administrative support to Red Oak Sourcing and reports to the Senior Executive Assistant. This role will mainly support our Strategic Pharmaceutical Sourcing team, with a strong focus on coordinating in-house supplier meetings, industry conferences, complex travel, and supplier dinners. This role requires constant management of internal calendars and external communication to ensure alignment between internal leaders, supplier availability, and conference schedules. The ideal candidate thrives in a detail-driven environment, anticipates conflicts before they arise, and ensures every engagement is executed seamlessly and professionally.Responsibilities:Calendar & Scheduling Management:Coordinate and track supplier meeting requests and facility visit requests from external partners and sourcing team, partnering with senior directors to prioritize meetings and proactively manage conflictsMaintain a master calendar of conferences, supplier meetings, and key sourcing events to ensure visibility and alignment across teamsHandle confidential supplier and business information with discretion and professionalismSupplier Meetings & Dinners:Plan and coordinate supplier meetings, including internal and external calendar invites, attendee tracking, and logistical onsite requirementsOrganize supplier dinners, working with lead sourcing directors on venue selection while managing reservations, confirmations, and policy complianceServe as the primary logistical contact for suppliers regarding meeting times, locations, and event detailsServe as primary contact for lunch/ dinner reservationsConferences & Travel Coordination:Occasionally manage travel arrangements for sourcing team members, including flights, hotels, ground transportation, and itinerariesSupport conference planning, including registrations, meeting scheduling with suppliers during conferences, and off-site event coordinationPrepare and distribute conference itineraries to relevant team members to support deck preparationAdministrative & Operational Support:Track meeting follow-ups, action items, and deadlines to support Red Oak Sourcing initiativesProcess expense reports, invoices, and purchase requests related to travel, meetings, and events as requested.Maintain organized records of meeting documentation and event logisticsComplete overflow work from executive teamOther administrative tasks as assignedQualifications:Bachelor’s degree preferred3–5 years of administrative support experienceDemonstrated expertise in complex calendar management and multi-stakeholder schedulingExceptional attention to detail and organizational skillsStrong communication skills with the ability to interact professionally with internal teams and external suppliersProficiency in Microsoft Outlook and Microsoft Office (Mail merge, Word, Excel, PowerPoint); experience with travel, expense, Canva systems a plusAbility to manage multiple priorities and deadlines in a fast-paced, deadline-driven environmentProactive, adaptable, and solution-oriented approachThe typical pay range for this role is: $67,000.00 - $85,000.00This pay range represents the base hourly rate or base annual full-time salary for all positions in the job grade within which this position falls. The actual base salary offered will depend on a variety of factors including experience, education, geography and other relevant factors.Employment Eligibility:Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.