Hiring an Administrative Coordinator for a Large Pharmaceutical Company in Tarrytown, NY

Job Description

Provides comprehensive administrative support to the department VP and 3 Directors as well as general administrative support to direct supervisor and various levels of management and staff within the VelociGene department and specialty labs. Maintains department and managerial staff calendars, including meeting invitations and all associated logistics while utilizing a basic understanding of department priorities to actively resolve conflicts. Plans, coordinates, and executes departmental events, celebrations, and meetings, including all necessary logistics. Compiles and processes various departmental documents and correspondences, assists with data entry and slide preparation, and contributes to the development of new concepts, techniques, standards, and operational process improvements.

Responsibilities

• Provide comprehensive administrative support to the department VP and 3 Directors.
• Maintain department and managerial staff calendars, including meeting invitations, logistics, and conflict resolution.
• Plan, coordinate, and execute departmental events, celebrations, and meetings.
• Compile and process various departmental documents and correspondences.
• Assist with data entry and slide preparation.
• Contribute to the development of new concepts, techniques, standards, and operational process improvements.
• Serve as a key resource to provide information and answer inquiries regarding department operations and company policies and procedures.
• Process forms, enter data, maintain records, and generate reports.
• Build and maintain positive, professional relationships with all levels of department staff, employees, and external partners.
• Coordinate and schedule guest speakers/visitors, including travel and meeting coordination.
• Assist department employees with travel arrangements, conference registration, and expense reporting.
• Distribute incoming mail and coordinate external shipments.
• Order, stock, distribute, and take inventory of office supplies and other specialty supplies as requested.

Essential Skills

• Executive administrative skills
• Excel data entry
• Calendar management
• Proficiency in MS Office applications
• Excellent oral and written communication skills
• Organizational skills with attention to detail
• Ability to prioritize and multitask
• Ability to learn new technologies and systems quickly

Additional Skills & Qualifications

• Associates or BA strongly preferred
• Minimum of 2-4 years of relevant administrative experience in a fast-paced environment
• Collaborative team player
• Experience with Outlook and Concur
• Experience in relationship management is a plus

Work Environment

Report to the Manager, VelociGene Operations. Supporting the VP who manages a team of 200 individuals including directors, managers, supervisors, and research staff. The ideal candidate needs to be extremely organized, meticulous, with the ability to learn quickly, work independently as well as with a team, and possess high-level time management skills. General responsibilities include intense calendar management and meeting conflict resolution. This involves managing meeting invites and all associated logistics and communications, coordinating travel and processing expenses, as well as other administrative and operational support for the department and as needed by the VP. Hours are 8am to 5pm with a hybrid schedule of 4 days onsite and 1 day remote.

Pay and Benefits

The pay range for this position is $30.00 - $50.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Tarrytown,NY.

Application Deadline

This position is anticipated to close on May 1, 2025.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

Diversity, Equity & Inclusion

At Actalent, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

• Hiring diverse talent
• Maintaining an inclusive environment through persistent self-reflection
• Building a culture of care, engagement, and recognition with clear outcomes
• Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

Salary : $30 - $50