Job Description
Title: Sr. Administrative Assistant -Pharma
Location: Princeton NJ
Duration: 01 year with possibility of extension
Position Type: Hybrid (03 days onsite and 02 days remote)
Job Description:
Provides diverse and advanced administrative duties for executive leaders. Independently makes administrative decisions, handles complex detailed situations, and maintains confidential records that are critical in nature.
Primary Duties & Responsibilities:
- Manages administrative support for complex and diverse duties.
- Handles business, company, and personnel details of a highly confidential and sensitive nature.
- Independently gathers, assembles and analyzes information from a variety of sources to prepare reports, manuals, agendas, correspondence and memoranda's, including presentation materials for Board of Directors and other significant meetings for presenting executive level information.
- Maintains executive's calendar and travel schedules.
- Coordinates meetings and conferences and makes travel arrangements, including both domestic and international travel.
- Initiates high-level contacts, of a sensitive nature, inside and outside the company.
- Manages travel arrangements for assigned executives.
- Manages and coordinates logistics for on/off-site meetings and conferences, keeping all parties informed.
- Reconciles and manages expense reports through purchase orders and Concur/corporate credit cards for executive leadership and assigned executives and client group(s) at the Sr. Director level and above.
- Maintains and assists with calendar of events such as investor conferences, scientific conferences, high priority meetings and other key company events.
- Prepares materials for leadership including proof-reading documents, presentations, spreadsheets, and printing & copying materials needed.
- Works with appropriate colleagues/departments to support the creation and management of the processing of statements of work, purchase orders, master service agreements and any other confidential records related to department work.
- Manages scope of work and contracting efforts via agreement request form, and documents updates with internal departments and third parties, as needed.
- Assists with logistics in company events and activities.
- Support interdepartmental and/or cross functional projects and collaborate with other administrative staff to share best practices and coordinate initiatives.
- Performs project administration responsibilities and other assignments as directed.
Must possess:
- Experience supporting high level executives.
- Must be able to independently manage schedules, coordinate multiple projects, priorities, and resources in a fast-paced environment.
- Experience with administrative support.
- Ability to think through a project or task of diverse complexity and execute from beginning to end, independently.
- Strong analytical skills and the ability to comprehend difficult instructions.
- Excellent professional ethics, integrity and the ability to maintain confidential information.
- Strong interpersonal skills, including tack, diplomacy, judgement and flexibility.
- Highly skilled and proficient with all MS Suites programs, including Outlook, Word, Excel, and PowerPoint.
- Strong organizational skills with comprehensive follow-through and high level of attention to detail.
- Ability to work independently as well as a strong team-work and collaborative environment.
- Excellent written communication skills including effective editing ability.
- Ability to effectively share information and ideas within and outside of department in written or verbal form; able to put forth own ideas and gain understanding from others and provide recommendations in a clear and concise manner.
- Prior experience in a pharmaceutical company supporting executives strongly preferred
- Knowledge of pharmaceutical terminology helpful.
Education:
- Bachelor's degree and 4 years' related administrative experience supporting senior level executives.
- An equivalent combination of relevant education and applicable job experience may be considered.
- Pharmaceutical or biotech experience strongly desired.
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