Administrative Assistant

Purpose of the Job

This position provides complex administrative support functions for the VP, Head of Program Management and several other R&D groups, ensuring efficient office and logistical operations. May support senior leaders based in Europe. The ability to work independently and flexibly in a fast-paced environment with strong initiative and follow through is essential.

Principal Accountabilities

To perform this job successfully an individual must be able to perform each essential function satisfactorily:

• Responsible for heavy calendar management utilizing Outlook
• Experience with support of remote senior leaders and team members
• Coordinate meeting arrangements
• Schedule meeting with internal and external groups as needed, including organizing all meeting logistics (availability of attendees, meeting rooms and equipment, online conferencing via Lync and catering as required)
• Manage confidential and proprietary material effectively and discreetly
• Demonstrate proficiency working with the procurement systems and processes, including processing new vendor requests and contracts
• Assist with creating/editing executive and/or departmental documents and presentations
• Assist with travel needs in accordance with clients travel policy (air, hotel, car, visa, etc.)
• File expense reports in electronic and alternative systems as appropriate.
• Back up to other administrative assistants as needed, including European colleagues as needed
• Oversee and execute timely completion of additional projects, as needed
• Establish, update and maintain departmental files and records
• Type and format confidential and non-routine documents
• Proven ability to work under tight deadlines and pressure in a composed manner
• Other duties as assigned

Qualifications

• Bachelor s degree preferred but not required
• 3+ years of related administrative experience in pharmaceuticals/biotechnology strongly preferred
• Prior experience working with technical teams or R&D preferred.
• Ability to work independently and manage multiple projects with superb accuracy
• Exceptional customer service skill with internal and external personnel
• Demonstrated exceptional MS Office skills (Word, Excel, Outlook, and PowerPoint).
• Ability to build partnerships across the organization
• Must be able to work 8:00 am to 5:00 pm Eastern; office-based 3 days per week at NJ US HQ office in Morristown, with 2 remote working days per week

Work Experience...

• 3+ years of related administrative experience in pharmaceuticals/biotechnology strongly preferred
• Prior experience working with technical teams or R&D preferred.

Education

• Bachelor s degree preferred but not required

Competencies & Major Skills

• Demonstrated exceptional MS Office skills (Word, Excel, Outlook, and PowerPoint).
• Strong verbal and written communication skills are essential. Dual language fluency (English/Italian) is preferred.
• Excellent organization and multi-tasking skills.
• Exceptional interpersonal skills and problem solving capabilities.
• Ability to work effectively across a matrix organization, work independently and prioritize with minimal daily instruction.
• Ability to think strategically in order to improve current processes