Job Details

  • Title: Administrative Assistant
  • Code: RCI-1000-pipeline
  • Location: Summit New Jersey (NJ) 07901
  • Posted Date: 03/19/2020
  • Duration: 6 Months
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  Job Description

The Roles and Responsibilities include, but are not limited to, the following:


  • Supports the Vice President; overall department and several directors/ executive directors and their project manager(s) in general administrative and clerical support for day-to-day operations.
  • Assists the vice president in assuring a high performance team spirit and high functioning team
  • Department tasks specific to department coordinator/VP only:
  • Responsible for the conduct and deliverables for all department team meetings
  • Record Retention legal policies and record keeping compliance
  • Prepares and serves as communicator on initiatives and enhance the flow of communication
  • Act as liaison to manage the finance/accounting activities with budget management
  • Assists VP on project and tasks related to governance meetings and activities
  • Assures project coordination and communication with team in the deployment and execution process of department initiatives
  • A background in Pharma is a definite plus.
  • Facilitate new hire orientation
  • Maintain department lists, charts and sub teams lists deliverables ongoing
  • Manage department moves as needed
  • Lead adhoc projects as requested
  • Generate multiple expense reports in Concur and arrange domestic and international travel.
  • Trouble shoot applications and company issues for department
  • Responsible for heavy calendar management for complex meetings
  • Communicate and handle incoming and outgoing electronic communications on behalf of VP/Department
  • Organize, lead and facilitate logistics and meeting planning for offsite and onsite PL organization team meetings and PL team (s) meetings
  • Provide back-up administrative support to team
  • Prepare, submit and audit expense reports plus tracking off of budget
  • Manage calendars, scheduling and coordinating of meetings
  • Prepare travel arrangements and logistics for conferences/meetings
  • Order supplies, create requisitions and work with contracts for department


Skills/Knowledge Required:


  • 3-5 years’ experience supporting at the executive level
  • Excellent calendar management skills, including the coordination of complex executive meetings
  • Strong knowledge of Concur, MS Office, including Word, Excel, PowerPoint, and Outlook
  • Excellent interpersonal and organizational skills a must!
  • Demonstrated ability to work well with others within and across functions/teams
  • Work independently and with very minimum supervision and direction
  • Capable of managing meetings within a multicultural environment
  • Ability to adapt behavior to situation
  • Be adaptable to changing needs constantly
  • Team oriented
  • Change Agent in an ever-evolving environment
  • Able to demonstrate tenacious follow-up
  • Good analytical and planning skills
  • Strong communication skills both written and verbal
  • Proactive"