Admin/Clerical - Cell Therapy Product & Analytical Development Operation Coordinator

JOB TITLE: Cell Therapy Product & Analytical Development Operation Coordinator
Location: Warren, NJ
Top Skills:
- Biotech/pharma industry experience
- Relevant experience coordinating multiple diverse projects at once
- Interpersonal skills, experience working with large number of stakeholders.


RESPONSIBILITIES AND LEARNING OPPORTUNITIES:
Calendar and Schedule Management:
• Maintain and manage the calendars, scheduling appointments, meetings, and conferences.
• Coordinate travel arrangements, including flights, accommodations, and transportation.

Communication and Correspondence:
• Screen, prioritize, and manage incoming emails, calls, and correspondence for the executives.
• Draft and edit emails, memos, reports, and other documents on behalf of the executives.
• Develop and optimize workflows to improve communication with internal and external teams

Meeting Support:
• Prepare meeting agendas, presentations, and materials including department townhall, LT meetings, workshops.
• Attend meetings, take minutes, and distribute action items as needed.
• Ensure meeting rooms are set up with necessary equipment and supplies.

General operation support:
• Partner with the Head PAD and PAD Leadership team to manage routine business operations, ensuring thoughtful and efficient execution of department.
• Assistant department leadership team in day-to-day operations, short and long-term plans and connect work streams to both internal and external partners
• Organize and prioritize issues and information to facilitate efficient execution and decision making
• Serve as SPOC with business partner to collect, summarize and update the information related to department operation. These partners include Business Intelligence Analytics, Business operations, Lab operations, facility.

Information Management:
• Organize and maintain confidential files, records, and documents.
• Conduct research and compile information for presentations, reports, and projects.

Project Coordination:
• Assist with special projects and initiatives as assigned by the executives.
• Coordinate cross-functional teams and ensure project deadlines are met.

Relationship Management:
• Build and maintain positive relationships with internal and external stakeholders.
• Interface with clients, partners, and vendors as needed.

Expense Tracking and Budget Management:
• Monitor and track expenses, process invoices, and reconcile expense reports.
• Assist in budget tracking and financial reporting as required.

Office Management:
• Provide general administrative support to the leadership team.
• Order office supplies and ensure a well-organized workspace.

QUALIFICATIONS AND EXPERIENCE:
• BA/BS with 8+ years of relevant experience or equivalent degree/experience
• Experience in working with a leadership/executive team of a role in fast-moving, high-stake environment.
• Expertise in biotech/pharma industry with an understanding of Research and Development
• Strong experience in project management, coordination, independently identifying issues and opportunities for business process improvements, and driving the implementation of a project to achieve determined outcomes.
• Proven ability to work and productive relationships across a variety of audiences and perspective