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 : Onsite 2.5 days per week, remote 2.5 days 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 : Position Summary

Position Summary

Provide traditional administrative support to WWS personnel as needed.

This support may extend to personnel located at other WWS sites when needed.

Perform inspection readiness activities for WWS functions as required.

Position Responsibilities

All Levels (Business Support 2, 3, And 4)

Provide traditional administrative support to WWS senior leadership in the management of day-to-day activates, 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 maintenance of 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

Independently identifies problems or issues and implements remedial actions to address

Responsible for quality of work that impacts supervisor / department / line

Work with other WWS Administrative Support colleagues to coordinate coverage and provide back-up administrative support for WWS colleagues as needed

Business Support 3, 4

Support activates related to inspection readiness and live inspections

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

DMS document management

Data analysis and metric development

Tracking and posting of CMCD / GDMS entries

AE white mail intake and metric reporting

Work with other WWS Administrative Support colleagues to provide back-up support for line-specific activities due to periods of high activity or colleague absence

Develop and provide training on Pharmaceutical's administrative procedures and processes

Business Support 4

Support the most complex workflow and inspection readiness activities as required

Organizational Relationships

This position will support across WWS supporting Business Management, Safety Quality, Risk Management, Product Safety Surveillance and Drug Safety Unit.

The role will require direct collaboration with colleagues across sites inclusive of Sr VP, VP and Director level roles.

Education And Experience

Minimum administrative experience of 3 years (Business Support 2), 5 years (Business Support 3), 7 years including support of senior leadership (Business Support 4)

High-school diploma or General Educational Development (GED) required; Bachelor's degree preferred

Technical Skills Requirements

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

Hm Notes :

PPK (then move to Parsippany end of 2024 or early 2025)

Onsite 2.5 days / week; remote 2.5 / week

Comments :

PPK (then move to Parsippany end of 2024 or early 2025)

Onsite 2.5 days / week; remote 2.5 / week

Minimum Education :

Minimum administrative experience of 3 years (Business Support 2), 5 years (Business Support 3), 7 years including support of senior leadership (Business Support 4)

High-school diploma or General Educational Development (GED) required; Bachelor's degree preferred

Last updated : 2024-05-08