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Our client, a biotechnology company located in Berkeley Heights, NJ is looking for a Long-term Temporary Senior Administrative Assistant to support the US Medical Affairs team. This position will be open ended starting as soon as possible. Hours are 8:30/9:00 AM – 5:00/5:30 PM and will operate on a 3:2 hybrid schedule with Tuesdays-Thursdays in-office. Hourly rate is up to $45/hr.
Responsibilities:
- Provide comprehensive administrative support, including complex scheduling of meetings across multiple time zones, coordinating with internal and external stakeholders to ensure effective communication and seamless operations.
- Arrange detailed domestic and international travel itineraries, handle travel logistics, and process expense reports with meticulous attention to accuracy and compliance.
- Proactively manage multiple calendars for the leadership teams, anticipating conflicts and prioritizing appointments to maximize efficiency and productivity.
- Organize and coordinate off-site meetings, conferences, and company-wide events, handling all aspects of logistics, materials preparation, and post-event follow-up to ensure successful execution.
- Serve as an integrated and collaborative team member by providing ongoing and proactive office support, including planning and executing companywide meetings, and fostering a positive team environment.
- Support teams with end-to-end meeting coordination, preparing high-quality presentations and reports, facilitating effective communication, and delivering day-to-day administrative assistance as needed.
- Provide project management support for contracting activities, including coordinating submission of contracts for signature, tracking approvals, and generating purchase orders (POs) to enable timely execution of vendor engagements.
Qualifications:
- A minimum of a high school diploma is required; an associate or bachelor’s degree is preferred.
- A minimum of 5 years of administrative experience is required, ideally in a fast-paced, dynamic professional environment.
- Demonstrated flexibility and professional maturity to readily understand business priorities and anticipate needs.
- Must have a positive “can do” attitude, be a consummate team player, show excellent judgment as well as work well independently.
- Must be proficient in Microsoft office including Word, Outlook, Excel, PowerPoint.
- Must have strong written and verbal communication skills including attention to detail and ability to effectively multi-task with a willingness to perform a wide range of tasks including working with confidential information.
- Experience in the life science industry and previous experience with Concur expense and travel software is a plus.
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