Job Details

  • Title: Executive Assistant
  • Code: RCI-PFE-16387-1
  • Location: Groton Connecticut (CT) 06340
  • Posted Date: 08/09/2019
  • Duration: 6 Months
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  Job Description

  • This role will provide administrative support to the Executive Director of Process Chemistry and his direct reports in Chemical Research & Development. CRD designs and develops technology that enables the safe and efficient production of high quality Active Pharmaceutical Ingredient (API) to support all stages of drug development.
  • Provides full-range of administrative support to include: manages multiple Outlook calendars with expertise; plans and coordinates a variety of meetings and events, such as staff meetings (including recording of action items) and a variety of recurring events with other groups inside and outside;
  • Prepares and edits reports and presentations using Microsoft Office software (specifically office 365); organizes and maintains files; coordinates and manages travel arrangements and prepares expense reports; fields incoming telephone calls and replies to routine inquiries; provides project management assistance when necessary;
  • Expedites flow of work, and initiates follow-up when necessary, particularly when supervisors are traveling; orders supplies and equipment; work and network with other administrative assistants across PSSM and the wider Organization.
ROLE RESPONSIBILITIES :
  • Provide administrative support to executive director and his direct reports in the management of day-to-day activities, including:
  • Management of Outlook calendars
  • Coordination of in-house and off-site meetings (i.e., scheduling, conference room reservations, teleconference/WebEx set-up, and associated logistics)
  • Coordination of travel arrangements
  • Preparation of expense reports and tracking of reimbursements
  • Arrangement of interviews and onboarding of new employees
  • Arrangement of visitor passes and access
  • Preparation of purchase orders, coordination of requests, routing of invoices
  • Ordering of supplies and equipment
  • Set up and maintenance of electronic and hard copy project and correspondence files
  • Review and repository maintenance of job descriptions
  • Preparation and editing of reports and presentations using Microsoft Office software
  • Tracking of work flow items, initiating follow-up when necessary
  • Creation of meeting agendas and taking of minutes when requested
  • Uses network inside and outside to assist in resolving difficult tasks or expedite supervisor’s urgent requests
  • Ability to quickly learn, familiarize, and adopt new software platforms
  • Work with other Administrative Support colleagues at the site level to coordinate coverage
  • Serve as back-up administrative support for WWS colleagues in the absence of their administrative support
  • Support activities related to inspection readiness and live inspections
  • Perform workflow activities as requested for supported functional lines; Activities may include, but are not limited to:
  • Data analysis and metric development
  • Resource management updates
BASIC QUALIFICATIONS: 
  • High-school diploma or General Educational Development (GED) required
  • Minimum administrative experience of 5 years
  • Proficiency in executing administrative tasks, including demonstration of high-quality work delivered on time
  • Detail-oriented approach to work with strong organizational skills and follow-through
  • Excellent communication skills with an ability to respond with professionalism in verbal and written communications with all levels of management
  • Ability to interact professionally with internal colleagues, regulatory/government agencies and external organizations
  • Problem-solving mentality, including resourcefulness and ability to work across functions (i.e., finance, IT , facilities, site management) to resolve issues as they arise
  • Proven ability to prioritize activities and work independently, including handling multiple tasks with tight deadlines and working well under pressure
  • Ability to anticipate conflicts and use diplomacy to resolve as required
  • Appropriate use of discretion in the management of confidential information
  • Ability to take initiative within a strong team-oriented environment
  • Ability to work flexible hours (early AM, overtime, etc.) when needed
  • Proficiency in Microsoft 365 Office Suite
PREFERRED QUALIFICATIONS:
  • Bachelor’s degree preferred
  • Experience using systems preferred (e.g. Ariba, PT&E, etc)
  • Possesses advanced expertise in computer software/technology (e.g., database; SharePoint)
  • Previous Pharma Industry experience is a plus
  • Looking for calendar management, travel management, expenses, Ariba, concur, MS office Especially Office365, outlook, etc. someone to grow with the team, take on new projects
  • Be able to support multiple people and multitask
  • Possibility for temp to perm for the right candidate or possibility to extend beyond 6 months
  • Open to fresh graduates