Administrative Assistant

Position Details :

Our client, a world-leading Pharmaceutical Company in New York, NY is currently looking for an Administrative Assistant to join their expanding team.

Job Title : Administrative Assistant / Pharma Industry / REMOTE WORK

Duration : 6 months contract, extendable up to 36 months

Location : Remote Worker

Client Location : New York, NY

Note :

The client has the right-to-hire you as a permanent employee at any time during or after the end of the contract.

You may participate in the company group medical insurance plan

Job Description :

Administrative Assistant - Remote

Summary :

The position provides administration support, office management, correspondence drafting and editing, and performs an array of administrative functions.

This is a dynamic position for personal and professional growth at the interface of new technology, emerging businesses, and law.

Beyond the routine, significant opportunities are afforded for growth and utilization of additional skills.

The employee must be able to combine their existing skills and abilities to support working at the science-development-business interface.

Photocopy and print materials as needed.

Conducts all activities and makes decisions that are in accordance with Company policies & SOPs, Client Values, FDA & global regulatory guidelines (including cGMP / cGLP / cGCP), environmental guidelines, as appropriate, etc.

Responsibilities :

Scheduling / Travel Arrangements :

Proactively coordinates and maintains the calendar of the assigned team members using initiative to ensure schedule is accurate and manageable

Make travel arrangements for the assigned team members

Coordinate with administrative support to assist when traveling to other Pharmaceutical offices to secure office space and security clearance at those sites

Prepare expense reports for approval. Ensure expenses are filed correctly and comply with Pharmaceutical

Corporate Travel & Expense policy. Reconcile statements against actual travel expenses

Meeting Coordination :

Schedule and coordinate multi-level / cross functional meetings, video, and teleconferences; uses meeting room scheduling systems

Create agendas, schedule appointments and issue meeting minutes when appropriate or as requested for meetings and conference calls

Coordinate leadership group meeting logistics as requested. Prepares project estimates for meeting

Daily Operations :

Independently identify and respond to daily issues that arise and determine appropriate actions

Propose implementation of efficiency processes and continuous improvement within own workgroup

Initiate interdepartmental projects and provide project management assistance when necessary

Procure office supplies

May assist with on-boarding of new hires, either colleague or contractor staff

Organize and file documents for daily business needs and for Legal Hold documents

Maintain departmental document / knowledge repositories and websites.

Correspondence :

Open and review mail; prioritize critical items and determine which items can be delegated to appropriate colleagues

Screen phone calls and visitors and use discretion to provide information to callers requiring knowledge of the business, as well as company policies, practices, and operations

Reply to routine correspondence

Qualifications :

High School Diploma or equivalent (GED) or higher

A minimum of 5 years' experience in an administrative support role required

Prior Pharmaceutical experience highly preferred

Administrative experience in senior leadership and experience supporting a large team managing multiple projects desired

Ability to hit the ground running quickly

Experience with systems such as Microsoft Outlook and Concur

Strong organization and multi-tasking skills

Location :

This is a fully remote position