Executive Administrative Assistant

South Plainfield, NJ 070802449

Post Date: 07/13/2018 Job ID: 8348 Industry: Office Pay Rate: $60,000.00 - $70,000.00

SUMMARY

The Administrative Assistant provides administrative support to the staff of assigned department(s). This includes, but may not be limited to, completing routine administrative tasks in support of departmental needs; routine interaction with other administrative support staff and other key stakeholders as required; implementing/supporting administrative systems, processes and procedures; and ensuring the completion of assigned administrative tasks. The incumbent performs varied support functions and relieves manager(s) of administrative tasks/activities.
The Administrative Assistant supports adherence to relevant regulatory requirements and company Standard Operating Procedures (SOPs) as appropriate.

RESPONSIBILITIES

  • Assists in the creation of documents, memos, reports, spreadsheets and presentation material as needed and requested by department members and/or department head. May also be responsible for maintaining/updating the above as requested.



  • Manages calendar(s) and schedules, plans and coordinates meetings and teleconferences involving internal team members and external guests. Collaborates with administrative/executive assistants in other departments to mitigate scheduling conflicts.



  • Arranges global and domestic travel (transportation, lodging, passport/visas, etc.) and monitors travel itinerary to resolve travel-related issues/concerns.



  • Processes expense reports to ensure compliance with corporate policies/practices.



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



  • Organizes internal and external meetings (conference room reservations and preparation, meeting materials, catering, etc.). Provides administrative oversight to ensure the technology, tools, etc. Required for meetings are functioning properly, well-supplied, etc.



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



  • Provides administrative support to assist with the on-going business of the department by prioritizing projects/tasks, coordinating the preparation of reports, etc.



  • Ensures equipment is properly maintained and operational by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.



  • Performs other tasks and assignments as needed and specified by management.







QUALIFICATIONS

  • A Diploma or Certificate in a related discipline and a minimum of 5 years of related professional experience OR equivalent combination of experience and/or education.



  • Demonstrated ability to accurately, efficiently and effectively manage multiple calendars, global/domestic 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 with POs, invoices and budget



  • Associate s or Bachelor s degree is a plus.



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




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