Senior Administrative Assistant, New Jersey

Job Title: Senior Administrative Assistant

Location: RARITAN / NJ / 08869

Duration: 04 Months

Pay Range: $(29.19 - 28)/hr on W2

Hybrid: 3 days onsite, 2 days remote

Job Description:

Currently has an exciting opportunity for a Senior Administrative Assistant supporting three leadership team members of the Global Commercial Data Science (GCDS) organization.

In this critical role, you will have the opportunity to demonstrate your ability to be highly professional, organized, and proactive while working in a fast-paced environment with an exciting team.

 

Key Responsibilities:

Agile and proactive calendar coordination, including scheduling and arranging meetings with internal and external partners.

Prepare documents of a sensitive and occasionally highly confidential nature such as memos, staff correspondence and manage expense reports.

Prepare domestic and international travel arrangements.

Closely partner with internal teams to build and distribute pre-reads and training materials.

Update files, documents, and navigation maps in Microsoft Teams.

Proficiency in utilizing and innovating on current technology platforms, including Outlook, Zoom, PowerPoint, Word, Excel, Concur, SharePoint, Global Connect, Workday, Our Source, e-Marketplace.

Achieve results in the absence of day-to-day mentorship by being solution oriented.

Maintain a positive office environment while serving as single point of contact for the Global Data Science, Global Real-World Evidence and Global Precision Medicine teams.

Maintain strict confidentiality and exercise independent discretion and judgment while seeking resolution of complex problems.

Provide support for large departmental and group meetings (e.g., Town Hall meetings) including logistical support; obtain meeting room space, catering requirements, AV support, agenda support.

The Senior Administrative Assistant may scan e-mail for executives and highlight items for review or action.

Work highly collaboratively with the GCDS Executive Administrative Assistant.

Be prepared to provide back up support to the Executive Administrative Assistant to the Chief Commercial Data Science Officer.

Coordinate and administer Global Services Service Excellence & Experience engagements by managing statements of work and purchase orders; tracking expenditures and follow-up on actual expenses in variance reports; processing invoices and tracking against monthly reports; developing periodic reporting and communicating purchase order status reports.

Handle external partner relationships and facilitate contracting efforts as needed.

 

Qualifications:

A minimum of 6 years of experience in an administrative capacity supporting senior management and is required.

A high school diploma is required.

An advanced college degree is preferred.

Ability to be on site at least three (3) days per week.

Excellent organizational skills and attention to detail is required.

The ability to prioritize, maintain confidentiality, and operate with patience and integrity in a complex, high-profile, and rapidly changing environment is required.

Experience with Ariba, eMarketplace, Aravo, Concur, Totality, and/or managing budgets is highly preferred.

Excellent communication skills are required.

Strong leadership, interpersonal, teamwork, analytical and problem-solving and thinking outside of the box skills are required.

Sound judgment and discretion with ability independently to assess and resolve complex situations and shift priorities as the need arises.

Ability to anticipate executive needs and collect or prepare information for executive review and action is required.

Being structured and agile in fulfilling administrative needs.

Having a growth mindset and focused on being a continuous learner.

Experience working within a large organization is highly desired.

Experience working with new employees and onboarding new staff is highly desired.