Job Description

Title: Administrative Assistant

Location: Princeton NJ

Duration: 12+ months with possibility of extension

Position Type: Hybrid

Position Summary:

Position provides advanced administrative duties and support with activities for respective leaders and their teams or functions. Handles complex details, special projects and work is often important and/or confidential in nature.

Primary Responsibilities:

• Manages administrative support for assigned leaders and/or client groups. May back up administrative colleagues during surge activities or absences.
• Will serve as a back up to front desk activities.
• Coordinates and manages calendars for assigned leaders.
• Manages travel arrangements for assigned leaders, including domestic and international travel.
• Handles business/company and personnel details of a confidential and sensitive nature.
• Assembles and prepares information from a variety of sources to prepare reports, correspondence and/or memoranda’s.
• Coordinates logistics for on/off-site meetings and conferences, including high-priority meetings and other key company events.
• Reconciles and manages expense reports through Concur/corporate credit cards for leaders.
• Prepares scope of work, contracts, purchase order, master service agreements and other department-related documents. Collaborates with appropriate colleagues and departments to ensure work is accurately completed.
• Support interdepartmental and/or cross-functional projects and collaborate with other administrative staff to share best practices and coordinate initiatives.
• Performs administration responsibilities and other assignments as directed.

Key Skills:

• Experience working with senior-level leaders within and outside the company.
• Ability to independently think through a project or task of diverse complexity and execute, with little to no guidance.
• Excellent professional ethics, integrity and the ability to maintain confidentiality of subjects that require restriction of communication beyond identified parties.
• Must be able to independently manage schedules, coordinate multiple projects, priorities, and resources in a fast-paced environment.
• Strong interpersonal skills, including tact, diplomacy, and judgment.
• Highly skilled and proficient with all MS Suites programs, including Outlook, Word, Excel, and PowerPoint.
• Strong organizational skills with comprehensive follow-through and a high-level of attention to detail.
• Ability to travel as needed, on occasions.

Education:

• Education/Experience/Skills High school diploma; degree preferred.
• Targeting 4 years’ related administrative experience supporting senior leadership within the pharmaceutical or biotech industry.
• An equivalent combination of relevant education and experience may be considered.

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