Senior Administrative Assistant

The Senior⠀Administrative⠀Assistant⠀plays an⠀integral⠀part of⠀our⠀pharmaceutical⠀company,⠀providing⠀central⠀support to⠀diverse⠀departments⠀such as⠀Regulatory⠀Affairs,⠀Quality⠀Assurance,⠀and Supply⠀Chain.⠀This⠀dynamic⠀role is⠀responsible⠀for a⠀variety of⠀tasks such⠀as⠀coordinating⠀logistics⠀for⠀regulatory⠀inspections,⠀managing⠀domestic⠀and⠀international⠀travel⠀plans,⠀generating⠀expense⠀reports,⠀and⠀ensuring a⠀smooth⠀visitor⠀experience.⠀The⠀Administrative⠀Assistant⠀will play⠀a pivotal⠀role in⠀meeting⠀planning,⠀documentation⠀routing,⠀filing,⠀and⠀handling,⠀including⠀processing⠀invoices,⠀contracts,⠀and⠀licenses.⠀With a⠀focus on⠀detail,⠀organization,⠀and⠀effective⠀communication,⠀this role⠀will⠀contribute⠀to the⠀overall⠀efficiency⠀and⠀success of⠀our⠀teams.

RESPONSIBILITIES

The⠀following⠀job duties⠀are not⠀all-inclusive⠀and⠀additional⠀responsibilities⠀may be⠀added to⠀the role⠀as needed.⠀The duties⠀and⠀responsibilities⠀listed are⠀intended⠀to provide⠀a general⠀overview⠀of the⠀position⠀and may⠀change⠀over time⠀based on⠀the needs⠀of the⠀organization.

Key Responsibilities:

• Coordinate⠀teleconferences,⠀virtual⠀meetings,⠀on-site⠀meetings,⠀vendor⠀meetings,⠀and⠀interview⠀panels and⠀take⠀meeting⠀minutes as⠀requested.
• Organize⠀industry⠀meetings⠀such as⠀ASCO,⠀ICAAC,⠀ECCMID,⠀including⠀registration,⠀logistics⠀and⠀meeting⠀planning⠀as⠀needed.
• Support⠀FDA⠀Meetings,⠀including⠀coordination⠀and⠀communication⠀of⠀logistical⠀details⠀such as⠀contracts,⠀travel,⠀hotels,⠀meals,⠀dinners,⠀rehearsals,⠀TC,⠀Webcast⠀and/or⠀Microsoft⠀Office⠀Teams.
• Facilitate⠀travel⠀plans,⠀both⠀domestic⠀and⠀international,⠀ensuring⠀meticulous⠀arrangements⠀of⠀accommodations,⠀transportation,⠀and⠀troubleshooting,⠀for team⠀members⠀including,⠀publishing,⠀and⠀calendaring⠀all⠀itineraries⠀and⠀plans.
• Provide⠀a high⠀level of⠀support to⠀visitors,⠀ensuring a⠀seamless⠀and⠀positive⠀experience.
• Manage⠀expense⠀report⠀preparation⠀and⠀reconciliation⠀according⠀to the⠀company’s⠀policy.
• Conduct⠀normal⠀course of⠀business⠀while⠀maintaining⠀confidentiality⠀of⠀sensitive⠀information.
• Communicate⠀any⠀company⠀messages,⠀alerts,⠀new⠀policies,⠀practices⠀as⠀disseminated⠀to⠀team.
• Prepare,⠀route, and⠀oversee⠀review and⠀approval⠀for all⠀contracts,⠀invoices,⠀and POs⠀required⠀by the⠀department.
• Assist⠀with⠀on-boarding⠀new⠀employees⠀and⠀contractors⠀as⠀requested.
• Copying,⠀faxing,⠀filing,⠀mailing⠀overnight/shipping⠀as⠀required.
• Coordinate⠀the⠀ordering⠀of⠀supplies,⠀materials,⠀publications,⠀services,⠀etc.
• Route⠀for⠀license⠀renewals,⠀ensuring⠀consistent⠀updates to⠀the⠀tracker on⠀a weekly⠀basis.
• Perform⠀other⠀administrative⠀or office⠀duties or⠀projects⠀as⠀required⠀or as⠀assigned.
• Other⠀duties as⠀assigned.

MINIMUM JOB REQUIREMENTS

• High⠀school⠀degree⠀required;⠀Associate⠀degree⠀preferred.
• Minimum⠀of 3 years⠀administrative⠀experience⠀required⠀with a⠀preference⠀for⠀supporting⠀executive⠀level⠀staff⠀within the⠀pharmaceutical⠀or related⠀industry.
• Demonstrates⠀a high⠀level of⠀organizational⠀ability,⠀efficiently⠀managing⠀multiple⠀tasks and⠀priorities.
• Effectively⠀allocates⠀time to⠀tasks,⠀ensuring⠀deadlines⠀are met⠀and⠀priorities⠀are⠀appropriately⠀addressed.
• Pays⠀meticulous⠀attention⠀to detail,⠀preventing⠀errors and⠀ensuring⠀accuracy⠀in all⠀tasks.
• Possesses⠀excellent⠀written⠀and verbal⠀communication⠀skills,⠀facilitating⠀effective⠀interaction⠀with⠀internal⠀and⠀external⠀stakeholders.
• Exhibits⠀strong⠀problem-solving⠀skills,⠀proactively⠀addressing⠀challenges⠀and⠀finding⠀effective⠀solutions.
• Takes⠀initiative⠀in⠀anticipating⠀needs,⠀identifying⠀opportunities⠀for⠀improvement,⠀and⠀proactively⠀addressing⠀issues.
• Adapts⠀seamlessly⠀to⠀changing⠀and⠀competing⠀priorities⠀and⠀environments,⠀demonstrating⠀flexibility⠀in⠀response⠀to⠀evolving⠀requirements.
• Maintains⠀the⠀highest⠀level of⠀confidentiality⠀and⠀discretion⠀in⠀handling⠀sensitive⠀information.
• Demonstrates⠀proficiency⠀in⠀relevant⠀office⠀software⠀and tools,⠀enhancing⠀efficiency⠀in⠀administrative⠀tasks.
• Collaborates⠀effectively⠀with⠀colleagues⠀and⠀demonstrates⠀a⠀team-oriented⠀approach⠀to⠀achieving⠀common⠀goals.
• Maintains⠀a high⠀level of⠀professionalism⠀in all⠀interactions,⠀representing⠀the⠀organization⠀with⠀integrity.

ESSENTIAL PHYSICAL REQUIREMENTS

• Ability to⠀articulate⠀clearly⠀and⠀conduct⠀verbal⠀presentations⠀with large⠀and small⠀audiences.
• Ability⠀to travel⠀via⠀automobile⠀and/or⠀airplane.
• Ability⠀to view⠀video⠀display⠀terminal⠀images <⠀18” away⠀from face⠀for⠀extended⠀period of⠀time –⠀up to four⠀(4) hours⠀at a⠀time.
• Ability⠀to operate⠀a computer⠀keyboard⠀and⠀telephone.
• Ability⠀to sit for⠀extended⠀periods of⠀time –⠀up to four⠀(4) hours⠀at a⠀time.
• Ability⠀to lift,⠀tug, pull⠀up to⠀fifteen⠀(15)⠀pounds.