Administrative Assistant

Company: Abacus Service Corporation.
Location: Raritan
Posted on: August 8, 2022

Job Description:

Senior Administrative Assistant

Raritan, NJ

07 Months Contract

Job Description

Senior Administrative Assistant supporting the Chief Commercial Data Science Officer and members of the leadership team located in Raritan, NJ. In this critical role, you will demonstrate a keen ability to think critically in a fast-paced environment and will work within a team environment.

Must be:

1- Agile and PROACTIVE (planning ahead) has to be a go-getter

2- VERY organized - someone with organizational systems in place.

3- The Sr. Admin will be supporting multiple VPs (probably 4) and they will need to be accurate.

4- Pharma experience is encouraged so that they know the systems and language used.

Job Requirements: Key Responsibilities

Calendar coordination, including scheduling and arranging meetings with internal and external partners

Prepare documents of a highly confidential and sensitive nature such as presentations, memos and correspondence, expense reports

Update files, documents and navigation maps in our TEAMs groups

Closely partner with internal teams to build and distribute pre-reads and training materials

Domestic and international travel arrangements

Track communications and capture analytics

Event coordination

Proficiency in utilizing and innovating on current technology platforms, including; Excel, Outlook, PowerPoint, Word, web page navigation, Concur, SharePoint, Yammer, WebEx (BT meetings), Skype, Global Connect, Workday, Our Source, e-marketplace

Coordinate and administer Global Services Service Excellence and Experience engagements by managing statements of work and purchase orders; tracking expenditures and follow-up on actual expenses in variance reports; processing invoices and tracking against monthly reports; developing periodic reporting and communicating purchase order status reports.

Achieve results in the absence of day-to-day mentorship

Maintain strict confidentiality and exercising independent discretion and judgment to tackle complex problems

Maintain office environment and serving as single point of contact for facilities

Provide support for large departmental and group meetings (i.e., Town Hall meetings) including logistical support; obtain meeting room space, catering requirements, AV support, agenda support.

The Senior Assistant may scan e-mail for executives and highlight items for review or action.

The Senior Assistant may provide back up support to other Administrative Assistants.

Town Hall meetings including logistical support; obtain meeting room space, catering requirements, AV support, agenda support. The Senior Assistant may provide back up support to other Administrative Assistants.

Qualifications

A minimum of a high school diploma is required.

A minimum of 6 years of experience in an administrative capacity supporting senior management is required.

Strong organizational skills and attention to detail is required.

Demonstrated proficiency in Microsoft Office programs (Word, Excel, PowerPoint, and Outlook) is required.

Expertise in Microsoft PowerPoint is preferred.

Experience with productivity tools and portal technologies (i.e., Zoom, Microsoft Teams, Global Connect, SharePoint sites) is required.

Experience working with systems such as HR systems (Workday) on-line travel systems and/or expense reporting system (Concur) is highly preferred.

Experience with software-based platforms, remote communications platforms and IT is highly desired

The ability to prioritize, maintain confidentiality, and operate with patience and integrity in a complex, high-profile, and rapidly changing environment is required.

Experience with Ariba, eMarketplace, Aravo, Concur, Totality, and/ or running budgets is highly preferred.

Excellent communication skills are required.

Strong leadership, interpersonal, teamwork, analytical and problem-solving skills are required.

Sound judgment and discretion with ability independently to assess and resolve complex situations and shift priorities as the need arises

Keywords: Abacus Service Corporation., Trenton , Administrative Assistant, Administration, Clerical , Raritan, New Jersey