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Administrative Assistant II

Company: Icon Information Consultants
Location: Bridgewater
Posted on: November 25, 2022

Job Description:

Administrative Assistant II Location: Remote (will be required to attend quarterly meetings in person but work for home other than that)Pay: $31.00/hr + Health, Vision, Dental and 401kSchedule: M - F 8 am - 5 pm EST Role will begin in January 2023 General administrative support to approximately 20 MSAT (Manufacturing, Science, Analytics and Technology) professionals in Bridgewater, NJ / Cambridge, MA and approximately 15 External Manufacturing, N. America (EM NA) professionals located in Framingham, MA.Key Duties and Responsibilities

  • Schedules meetings / reserves conference rooms (i.e., via Teams, Zoom, etc.) with internal and external attendees.
  • Manage and provide input as needed to group services requests, catering requests, and technology requests.
  • Planning and coordination of offsite group meetings. Arrange ground transportation and hotel reservations for external visitors.
  • Arranges domestic and international travel schedules and reservations for multiple associates. Provide available flights, ground transportation and hotel, then schedule through Concur or directly with BCD travel. Prepare expense reports in Concur for senior MSAT and EM NA staff.
  • Sets up and maintains department files and records, e.g., contracts, e-rooms (including access for internal and external users). Acts as data room coordinator.
  • Supports on-boarding and off-boarding for employees.
  • Provide assistance with acquiring/repair of technology equipment and for required technology upgrades (laptops, cell phones)
  • Assist staff with questions related to software application or other technology information. Liaise with Help Desk to resolve issues.
  • Prepares Confidentiality Agreements / contracts with external partners in conjunction with Sanofi Corporate Legal department and eContract system.
  • Prepares departmental Purchase Requisitions in e-Buy system for non-routine department projects with external partners
  • Preparation of FedEx mailings of signed documents to Customers.
  • Supports MSAT team with coordination of sample shipments to Sanofi sites and/or contract manufacturing organizations
  • Order office supplies, business cards etc
  • Administrative support of the Quality Management System for MSAT & External Manufacturing, including but not limited to:Coordination and maintenance of MSAT & EM NA training activities (filing, review for missing content)
    • Coordination and maintenance of MSAT & EM NA job descriptions (filing, review for missing content, initiation of annual review)
    • Administrative maintenance of MSAT & EM NA SOPs and associated documents (hard copy and electronic filing, distribution)
    • Administrative maintenance of EM NA Annual Product Reviews (hard copy and electronic filing)
    • Filing and maintenance of EM NA QA specifications into data rooms
    • Create and filing of Product information for EM NA QA
    • Support the writing, distribution and filing (electronic) of MSAT technical reports and development documentation.
    • Help in the preparation of Power Point presentations with MSAT staff.
    • Support data entry into Excel of specific information from batch manufacturing records, protocols, reports and certificates of analysis.
    • Other administrative duties as assignedSkills
      • Ability to multitask and handle pressure
      • Ability to work remotely in an efficient and effective manner with minimal supervision
      • Must be detail oriented and able to quickly adapt to changing situations
      • Ability to work independently and must be comfortable with decision making
      • Works effectively and cooperatively with others; establishes and maintains good working relationships
      • Takes initiative and independently manages special/administrative projects in dynamic fast paced environment.
      • Strong familiarity with Microsoft Office packages including Word, Excel, PowerPoint and preferably SharePoint
      • Understanding of IT concepts
      • Excellent people skills
      • Must demonstrate a commitment to company values
      • Excellent oral and writing skills in English and preferably also in French
      • Pharmaceutical industry experience desirableBasic requirements
        • Associate Degree or equivalent plus a minimum of 5 years of administrative experience in a similar role.
        • Proficiency in using computer technology including Microsoft Office Suite (Outlook, Excel, PowerPoint, Word, etc.)

Keywords: Icon Information Consultants, Trenton , Administrative Assistant II, Administration, Clerical , Bridgewater, New Jersey

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