Admin-Clerical - Administrative Assistant

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Job description

Position Details:

Our client, a world-leading Pharmaceutical Company in Pearl River, NY is currently looking for an Executive Administrative Assistant to join their expanding team.

Job Title: Executive Administrative Assistant / Pharma Industry / Hybrid Work

Duration: 3 months contract, extendable up to 36 months

Location: Pearl River, NY

This is a hybrid role in Pearl River, NY; candidates will be required to report onsite 3 days per week

PR range: 35-38/hr on W2 (without benefits)

Note:

The client has the right-to-hire you as a permanent employee at any time during or after the end of the contract.

You may participate in the company group medical insurance plan

Job Description:

Executive Administrative Assistant

Summary:

As an Executive Assistant, Vaccines Research and Development, you will be responsible for day-to-day administrative and business support to assigned managers and colleagues, helping our staff focus on advancing Client Vaccines R&D portfolio.

This role requires interfacing with multiple stakeholders at all levels of research and development organizations internally and at times externally. You will partner with other administrative staff members in a team-oriented approach including providing backup coverage as appropriate.

Must be able to perform duties with a high level of professionalism and minimal supervision.

Must have the ability to prioritize and work independently yet be a team player.

Handles multiple demands and priorities simultaneously. Must be willing to learn new capabilities.

Possess excellent computer skills and high level of proficiency in various computer systems.

Responsibilities:

Maintain calendars; make travel arrangements, schedule routine meetings, and complete expense reports for senior leaders

Organize meetings and visits (agenda, reservations, logistics), ensuring appropriate collection, generation, compilation, and distribution of meeting materials

Order office supplies and arrange procurement of other departmental requirements. May manage relationships with vendors or service providers

Create, edit, and format written material such as presentations, spreadsheets, and documents

Develop and provide training on Pharmaceutical's administrative procedures and processes

Competent in the use of business technologies required for the efficient conduct of meetings, including scheduling and running of teleconferences, videoconferences and face-to-face meetings

Skilled in more advanced Business Technology tools and tasks such as developing and customizing Microsoft Office templates, maintaining departmental intranet sites, managing site communications and events, generating, analyzing, and reporting survey money data

Assist manager with coordinating interviews and logistics as needed

Manage logistical onboarding and offboarding for onsite and regional staff including contractors (e.g., systems and equipment)

Maintain departmental online storage folders and distribution lists

Actively administrate all assigned projects, implementing innovative alternatives to ensure the achievement of desired outcomes. Provides advice and guidance to other administrative staff

Generate reports and analyses as required

Interact with line/zone colleagues in a constructive, professional way to process requests and deliver a wide level of service. Builds a good working relationship with colleagues at all levels in all departments/lines. Represents VRD in cross-functional teams as required

Responsible for independent work output and managing workload allocation and prioritization for VRD administrative pool

Other responsibilities/projects based on group needs

Qualifications:

High school diploma required; Associate or Bachelor's degree preferred

A minimum of 5+ years of administrative experience

Excellent verbal and written communication skills

Highly proficient command of the English language, grammar, and basic applied business math is required

Takes personal responsibility for the quality of work that impacts supervisor/department/line

Is aware of / can anticipate consequences of own actions

Independently identifies problems or issues and implements remedial actions

Schedule:

This is a hybrid role in Pearl River, NY; candidates will be required to report onsite 3 days per week

Monday - Friday; first shift

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