Administration specialist

Position Details :

Our client, a world-leading Pharmaceutical Company in Raritan, NJ is currently looking for an Executive Assistant to join their expanding team.

Job Title : Executive Assistant / Pharma Industry / Hybrid Work

Duration : 12 months contract, extendable up to 24 months

Location : Raritan, NJ

Hybrid : 3 days onsite, 2 days remote

Notes :

Role will be Hybrid (3 days onsite, 2 days remote)

This role is going to be the Admin Support to a Senior leader, who is a disease product launch manager

The leader travels about 40% of the year

Will be responsible for travel arrangements, event registration, travel planning for the leader

A Bachelor's degree is preferred

Must have prior experience with complex calendar and travel responsibilities

Must have at least 6 years of experience

Should have some Project Management experience, or understand how project management flows

This role is a high level assistant

Top Skills :

Senior Executive Support experience

Fast paced and complex environment experience

Prior Pharmaceutical experience would be ideal, but not required

Must have prior Pharma industry background / experience

Job Description :

Senior Administrative Assistant - Global Commercial Organization, Neuroscience Autoantibody (AAb)

This position will provide comprehensive administrative support for the Neuroscience Autoantibody Commercial Team Leader, including light assistance to the AAb global commercial team members.

Key Responsibilities

Proactive calendar coordination, including scheduling and arranging meetings with internal and external partners to ensure leaders time is accurately prioritized

large group, cross functional launch meeting coordination

Domestic and international travel arrangements; The leader travels about 40% of the year, must be able to handle complex calendar and international travel responsibilities for the leader

Prepare documents of a highly confidential and sensitive nature such as presentations, memos and correspondence, expense reports

Proficiency in utilizing and innovating on current technology platforms, including; Excel, Outlook, PowerPoint, Word, web page navigation, Concur, SharePoint, WebEx (BT meetings), Zoom, Teams, Global Connect, Workday, Our Source, e-marketplace

• Coordinate and administer Global Services Service Excellence and Experience engagements by managing statements of work and purchase orders;
• tracking expenditures and follow-up on actual expenses in variance reports; processing invoices and tracking against monthly reports;

developing periodic reporting and communicating purchase order status reports.

Achieve results in the absence of day-to-day mentorship with ability to positively advocate for oneself when guidance, is needed

Maintain strict confidentiality and exercising independent discretion and judgment to tackle complex problems

The Senior Assistant may provide back up support to other Administrative Assistants.

Qualifications

A minimum of a high school diploma is required, preferably a Bachelor's degree

A minimum of 6-10 years of experience in an administrative capacity supporting senior management is required.

Excellent communication skills are required.

Strong leadership, interpersonal, teamwork, analytical and problem-solving skills are required.

Sound judgment and discretion with ability independently to assess and resolve complex situations and shift priorities as the need arises

The ability to prioritize, maintain confidentiality, and operate with patience and integrity in a complex, high-profile, and rapidly changing environment is required.

Demonstrated project management experience.

Large event planning experience required.

Strong organizational skills and attention to detail is required.

Demonstrated proficiency in Microsoft Office programs (Word, Excel, PowerPoint, and Outlook) is required.

Expertise in Microsoft PowerPoint is preferred.

Experience with productivity tools and portal technologies (i.e. Zoom, Microsoft Teams, Global Connect, SharePoint sites) is required.

Expense reporting system (Concur) is required.

Experience with software based platforms, remote communications platforms and IT is highly desired

Experience with Ariba, eMarketplace, Aravo, Concur, Totality, and / or running budgets is highly preferred.

Last updated : 2024-11-26