Administrative Assistant
Informatic Technologies Inc
Morristown, NJ
Apply
JOB DETAILS
LOCATION
Morristown, NJ
POSTED
30+ days ago
This position provides complex administrative support functions for the VP, Head of Program Management and several other R&D groups, ensuring efficient office and logistical operations. May support senior leaders based in Europe. The ability to work independently and flexibly in a fast-paced environment with strong initiative and follow through is essential.
Principal Accountabilities
To perform this job successfully an individual must be able to perform each essential function satisfactorily:
- Responsible for heavy calendar management utilizing Outlook
- Experience with support of remote senior leaders and team members
- Coordinate meeting arrangements
- Schedule meeting with internal and external groups as needed, including organizing all meeting logistics (availability of attendees, meeting rooms and equipment, online conferencing via Lync and catering as required)
- Manage confidential and proprietary material effectively and discreetly
- Demonstrate proficiency working with the procurement systems and processes, including processing new vendor requests and contracts
- Assist with creating/editing executive and/or departmental documents and presentations
- Assist with travel needs in accordance with clients travel policy (air, hotel, car, visa, etc.)
- File expense reports in electronic and alternative systems as appropriate.
- Back up to other administrative assistants as needed, including European colleagues as needed
- Oversee and execute timely completion of additional projects, as needed
- Establish, update and maintain departmental files and records
- Type and format confidential and non-routine documents
- Proven ability to work under tight deadlines and pressure in a composed manner
- Other duties as assigned
Qualifications
- Bachelor's degree preferred but not required
- 3+ years of related administrative experience in pharmaceuticals/biotechnology strongly preferred
- Prior experience working with technical teams or R&D preferred.
- Ability to work independently and manage multiple projects with superb accuracy
- Exceptional customer service skill with internal and external personnel
- Demonstrated exceptional MS Office skills (Word, Excel, Outlook, and PowerPoint).
- Ability to build partnerships across the organization
- Must be able to work 8:00 am to 5:00 pm Eastern; office-based 3 days per week at NJ US HQ office in Morristown, with 2 remote working days per week
- 3+ years of related administrative experience in pharmaceuticals/biotechnology strongly preferred
- Prior experience working with technical teams or R&D preferred.
Education
- Bachelor's degree preferred but not required
- Demonstrated exceptional MS Office skills (Word, Excel, Outlook, and PowerPoint).
- Strong verbal and written communication skills are essential. Dual language fluency (English/Italian) is preferred.
- Excellent organization and multi-tasking skills.
- Exceptional interpersonal skills and problem solving capabilities.
- Ability to work effectively across a matrix organization, work independently and prioritize with minimal daily instruction.
- Ability to think strategically in order to improve current processes
About the Company
I