Job Details

  • Title: Administration Assistant
  • Code: RCI-9527894
  • Location: Bridgewater New Jersey (NJ) 08807
  • Posted Date: 11/22/2019
  • Duration: 24 Months
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  Job Description

Key Duties and Responsibilities:

General administrative support includes but not limited to:

  • Scheduling meetings (including conference rooms) with internal and external attendees
  • Planning and coordination of offsite group meetings
  • Sets up and maintains department files and records, e.g., contracts, e-rooms (including access for internal and external users).  
  • Acts as data room coordinator.  
  • Maintains Industrial Development SHAREPOINT document repository.
  • Provide phone coverage for senior EM NA and ID staff
  • Provide assistance with acquiring/repair of technology equipment (laptop, phones)
  • Act as focal point for required technology upgrades (laptops, cell phones)
  • Arrange travel schedules and reservations for multiple associates.  
  • Provide available flights, ground transportation and hotel, then schedule through Concur or directly with BCD travel
  • Prepare expense reports in Concur for senior EM NA and ID staff
  • Arrange ground transportation and hotel reservations for external visitors
  • Prepares departmental Purchase Requisitions in e-buy system for non-routine department projects with external partners
  • Prepares Confidentiality Agreements with external partners in conjunction with Client Corporate Legal department
  • Order office supplies, business cards etc.
  • Manage and provide input as needed to group services requests, catering requests, technology requests
  • Assist staff with questions related to software application or other technology information.  
  • Liaise with Help Desk to resolve issues
  • Preparation of FedEx mailings of signed documents to Customers
  • Supports ID group with coordination of sample shipments to Client sites and/or contract manufacturing organizations
  • Administrative support of the Quality Management System for External Manufacturing, including but not limited to: o Coordination and maintenance of EM NA training activities (filing, review for missing content) o Coordination and maintenance of EM NA job descriptions (filing, review for missing content, initiation of annual review) o Administrative maintenance of EM NA SOPs and associated documents (hard copy and electronic filing, distribution) o Administrative maintenance of EM NA Annual Product Reviews (hard copy and electronic filing) o Filing and maintenance of QA specifications into data rooms o Create and filing of Product information for EM NA QA
  • Other administrative duties as assigned

  • Ability to multi task and handle pressure
  • Must be detail oriented and able to quickly adapt to changing situations
  • Ability to work independently and must be comfortable with decision making
  • Works effectively and cooperatively with others; establishes and maintains good working relationships
  • Strong familiarity with Microsoft Office packages including Word, Excel, PowerPoint and preferably SharePoint
  • Understanding of IT concepts
  • Excellent people skills
  • Must demonstrate a commitment to company values
  • Excellent oral and writing skills in English and preferably also in French
  • Pharmaceutical industry experience desirable Basic requirements
  • Associate Degree or equivalent experience plus a minimum of 5 years’ experience in a similar role.