Admin Clerical- Administrative Assistant

12 hours ago

Peapack, United States Pioneer Data Systems Full time
Position Details:
Our client, a world-leading Pharmaceutical Company in Peapack, NJ is currently looking for an Administrative Assistant to join their expanding team.

Job Title: Administrative Assistant / Pharma Industry / Hybrid Work
Duration: 12 months contract, extendable up to 36 months
Location: Peapack, NJ
Hybrid Schedule: candidates will be required to report onsite a minimum of 3 days per week (potentially 4 days onsite per week)
This is a hybrid role in Peapack, NJ, that will transition to the Parsippany, NJ location at the end of 2024 or early 2025

Note:
The client has the right-to-hire you as a permanent employee at any time during or after the end of the contract.
You may participate in the company group medical insurance plan

Job Description:
Summary:
Client is searching for an Administrative Assistant to join their team
The Administrative Assistant will provide traditional administrative support to WWS personnel as needed. This support may extend to personnel located at other WWS sites when needed.
The Administrative assistant will also perform inspection readiness activities for WWS functions as required.

Responsibilities:
Provide traditional administrative support to WWS senior leadership in the management of day-to-day activities, including:
Management of Outlook calendars
Coordination of cross-functional and off-site meetings (i.e., scheduling, conference room reservations, teleconference/WebEx set-up, and associated logistics)
Coordination of travel arrangements
Preparation of expense reports and tracking of reimbursements
Arrangement of interviews, onboarding, and offboarding of employees and contractors
Arrangement of visitor passes and access
Preparation of purchase orders, coordination of requests, routing of invoices
Ordering of supplies and equipment
Set up and maintain electronic and hard copy project and correspondence files
Management of distribution lists
Coordination of new employee training
Preparation and editing of reports and presentations using Microsoft Office software
Tracking of workflow items, initiating follow-up when necessary
Creation of meeting agendas and taking of minutes when requested
Work with other WWS Administrative Support colleagues to coordinate coverage and provide back-up administrative support for WWS colleagues as needed
Support activities related to inspection readiness and live inspections
Perform line-specific activities as requested. Activates may include, but are not limited to:
Resource management updates (i.e. headcount reports)
Review and repository maintenance of org charts, CVs and job descriptions
SharePoint and MS Teams site maintenance
Reconciliation and quality control of documents
GDMS document management
Data analysis and metric development
Tracking and posting of CMCD/GDMS entries
AE white mail intake and metric reporting

Qualifications:
High school diploma or GED required; Bachelor's degree preferred
A minimum of 5+ years of administrative experience
Proficiency in Microsoft Office Suite
Experience using Pharmaceutical systems preferred (e.g., Ariba, PT&E, etc)
Detail-oriented approach to work with strong organizational skills and follow-through
Excellent communication skills with an ability to respond with professionalism in verbal and written communications with all levels of management
Ability to interact professionally with internal colleagues, regulatory/government agencies and external organizations
Problem-solving mentality, including resourcefulness and ability to work across functions (i.e., finance, IT, facilities, site management) to resolve issues as they arise
Proven ability to prioritize activities and work independently, including handling multiple tasks with tight deadlines and working well under pressure
Ability to anticipate conflicts and use diplomacy to resolve as required
Appropriate use of discretion in the management of confidential information

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