Administrative Assistant

South Plainfield, NJ 070802449

Posted: 03/12/2019 Industry: Office Job Number: 8810 Pay Rate: $24.00 - $28.00

SUMMARY



The Administrative Assistant provides office services by completing assigned administrative tasks and implementing/supporting administrative systems, procedures, and policies, and monitoring administrative projects.



RESPONSIBILITIES

  • Performs varied and complex support functions and relieves manager of administrative details that require knowledge of department policies, practices and procedures



  • The Administrative Assistant serves as an information resource on department, division, and organization policies and procedures, keeps abreast of changes, and assists management in implementing new/revised procedures.



  • He/she supports and assists departmental members and/or department leader by providing administrative assistance as needed.



  • The incumbent works cross-functionally with internal departments and external resources on administrative issues.



  • Will support multiple people, functions and projects within the commercial organization.



  • Assists in the creation of documents, memos, reports, spreadsheets and presentation material as needed and requested by department members and/or department head.



  • Manages calendar(s) and coordinates scheduling.



  • Schedules, plans, coordinates meetings & teleconferences involving internal team members and external guests, including patients.



  • Arranges global and domestic travel (transportation, lodging, passport/visas, etc.)



  • Processes expense reports.



  • Processes and tracks contracts, purchase orders, invoices, etc.



  • Creates presentations for executive level, internal and external audiences.



  • Organizes internal and external meetings (conference room reservations and preparation, meeting materials. Catering, etc.)



  • Performs routine filing, faxing, shipping, phone duties.



  • Resolves administrative problems by coordinating preparation of reports and prioritizing projects.



  • Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.



  • Performs other tasks, assignments and projects as needed.



QUALIFICATIONS

  • Bachelor s degree and a minimum of 7 years of related experience or an Associate s degree and a minimum of 10 years of related experience or a Diploma or Certificate and a minimum of 15 years of related experience.



  • Special knowledge or skills needed and/or licenses or certificates required.



  • Demonstrated ability to accurately, efficiently and effectively manage multiple calendars, global travel itineraries and special projects.



  • Demonstrated proficiency using the advanced functionality of Microsoft Office (PowerPoint, Excel and Word).



  • Excellent verbal and written communication and skills.



  • Ability to work independently and collaboratively, as required, in a fast-paced, matrixed, team environment consisting of internal and external team members.



  • Analytical thinker with excellent problem solving skills and the ability to adapt to changing priorities and deadlines.



  • Excellent planning, organization and time management skills including the ability to support and prioritize multiple projects.



  • Ability to handle confidential information with discretion.



  • Flexibility to work outside of core business hours when necessary.



  • Experience providing high-level administrative support at executive or departmental level in a pharmaceutical, biotechnology or related environment.



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