Administrative Assistant/Executive Assistant (Pharma/Healthcare/Medical Device)

Schedule – 3 days in the office, and 2 days remote

Title: Senior Administrative Assistant

Location: Raritan, NJ

Starting ASAP (after offer and screenings) and going into the summer of 2025 (possibly ending in June 2025)

What would you consider to be the top 3, non-negotiable skills that you will be looking for hen reviewing candidate resumes?

• Executive assistant back-ground.
• Extensive calendar management.
• Working in a fast-paced environment.

What would you consider to be an ideal candidate background for this position?

• Someone with high level executive expertise.

Senior Administrative Assistant

• Currently has an exciting opportunity for a Senior Administrative Assistant supporting three leadership team members of the Global Commercial Data Science (GCDS) organization.
• In this critical role, you will have the opportunity to demonstrate your ability to be highly professional, organized, and proactive while working in a fast-paced environment with an exciting team.
• This position is based in Raritan, NJ.

Key Responsibilities

• Agile and proactive calendar coordination, including scheduling and arranging meetings with internal and external partners
• Prepare documents of a sensitive and occasionally highly confidential nature such as memos, staff correspondence and manage expense reports
• Prepare domestic and international travel arrangements
• Closely partner with internal teams to build and distribute pre-reads and training materials
• Update files, documents, and navigation maps in Microsoft Teams
• Proficiency in utilizing and innovating on current technology platforms, including Outlook, Zoom, PowerPoint, Word, Excel, Concur, SharePoint, Global Connect, Workday, Our Source, e-Marketplace
• Achieve results in the absence of day-to-day mentorship by being solution oriented
• Maintain a positive office environment while serving as single point of contact for the Global Data Science, Global Real-World Evidence and Global Precision Medicine teams
• Maintain strict confidentiality and exercise independent discretion and judgment while seeking resolution of complex problems
• Provide support for large departmental and group meetings (e.g., Town Hall meetings) including logistical support; obtain meeting room space, catering requirements, AV support, agenda support
• The Senior Administrative Assistant may scan e-mail for executives and highlight items for review or action
• Be prepared to provide back up support to the Executive Administrative Assistant to the Chief Commercial Data Science Officer
• Coordinate and administer Global Services Service Excellence & 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
• Handle external partner relationships and facilitate contracting efforts as needed

Qualifications

• A minimum of 6 years of experience in an administrative capacity supporting senior management and is required
• A high school diploma is required
• Ability to be on site at least three (3) days per week
• Excellent organizational skills and attention to detail is required
• The ability to prioritize, maintain confidentiality, and operate with patience and integrity in a complex, high-profile, and rapidly changing environment is required
• Experience with Ariba, eMarketplace, Aravo, Concur, Totality, and/or managing budgets is highly preferred

Job Type: Contract

Pay: $26.00 - $28.00 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• Administrative Assistant/Executive Assistant: 3 years (Preferred)
• Calendar management: 3 years (Preferred)
• concur: 3 years (Preferred)
• SharePoint: 3 years (Preferred)
• Pharma or biotech or medical device or healthcare industry: 3 years (Preferred)

Ability to Commute:

• Raritan, NJ 08869 (Preferred)

Work Location: In person

Salary : $26 - $28