What are the responsibilities and job description for the Senior Administrative Assistant position at Hired by Matrix, Inc?
At-a-Glance:
Are you ready to build your career by joining a global pharmaceutical company. If so, our client is hiring a Senior Administrative Assistant.
Position Type:
If you think you'd be a good match, submit your resume and reach out to Sparsh at (862) 895-5696 to learn more.
#HbM6349
Are you ready to build your career by joining a global pharmaceutical company. If so, our client is hiring a Senior Administrative Assistant.
Position Type:
- Contract
- Onsite
- Education:
- Associate degree is required.
- BA/BS degree preferred.
- Experience:
- 4 years related administrative experience supporting multiple individuals.
- Skills:
- Must have strong organizational skills and excellent judgment and reasoning abilities.
- Must be customer and employee focused.
- Able to multi-task, work under minimal supervision.
- Demonstrate resiliency and high productivity in a fast-paced environment.
- Must have an ability to handle sensitive and confidential information and documents appropriately.
- Maintain appropriate archive for all relevant and legal documents.
- Must have excellent verbal and written communication skills, exceptional interpersonal skills and ability to work cooperatively and collaboratively with others.
- Must have proficient computer skills with Outlook, and Microsoft Office programs (Word, Excel, PowerPoint).
- Collaborative team player with simultaneous ability to work autonomously and manage competing demands and shifting priorities.
- Personal assistant to Global Regulatory Operation Services Head, including calendar/meeting management.
- Support day to day administrative activities for the GRSO department, such as being the point of contact for general inquiries about the department.
- Knowledge of all administrative systems/software (i.e. Concur, travel agency, ReadSoft), procurement of office/meeting supplies, arranging/coordinating IT support as needed.
- Document Management:
- Creation of template (in Word, Excel, PowerPoint) and management of documents such as monthly reports, Unit objectives, department’s budget.
- Maintain and update GRSO’s internal website as needed and no less than once a month.
- Manage GRSO’s monthly FTE reporting for all US/Canada colleagues.
- Coordinate both domestic and international travel arrangements for GRSO colleagues, as well as supporting or arranging (as needed) executive level visitors from the home office and other regions.
- Research travel options and other travel arrangements (i.e. car service, train, flights, hotel) via the company’s travel system/agency.
- Assist with passport/visa requirements for international travel.
- Expense Report Submission:
- Process travel and entertainment expense reimbursements using ADP Concur for GRSO’s Head and GRSO’s members as needed.
- Track expenses, compile and submit P-card expense reports on a monthly basis.
- Invoice Processing:
- Manage, process and coordinate approval of invoices via ReadSoft on a monthly basis.
- Contact vendors to resolve any discrepancies or problems.
- Answer all vendor inquiries. Advise supervisor of any invoice errors or non-compliance issues. Scan copies of invoices, correspondence, and checks for filing.
- Meeting support (remote and in-person):
- Assist with remote meeting setup and administrative support during meetings (i.e. logistics, audio-visual services, meeting minutes).
- Coordinate and assist with overall aspects of pre, during and post on/off-site meetings (i.e. logistics, agenda, meeting supplies, food services) as needed.
- Assist HR Business Partner with candidate interview schedules, new hire on-boarding and other HR activities as required.
- Any other team-initiated program and ad-hoc duties as required.
If you think you'd be a good match, submit your resume and reach out to Sparsh at (862) 895-5696 to learn more.
#HbM6349
Salary : $23
Administrative Assistant
Acrisure -
Fairfield, NJ
Administrative Assistant
Pacific Office Automation. LLC -
Paterson, NJ
Administrative Assistant
Trigild -
Montclair, NJ