Admin Clerical- Administrative Assistant - Pioneer Data Systems

Our client, a world-leading Pharmaceutical Company in Peapack, NJ is currently looking for an Administrative Assistant to join their expanding team.

Duration: 12 months contract, extendable up to 36 months

Location: Peapack, NJ

Hybrid Schedule: candidates will be required to report onsite a minimum of 3 days per week (potentially 4 days onsite per week)

This is a hybrid role in Peapack, NJ, that will transition to the Parsippany, NJ location at the end of 2024 or early 2025

Client is searching for an Administrative Assistant to join their team!

The Administrative Assistant will provide traditional administrative support to WWS personnel as needed. This support may extend to personnel located at other WWS sites when needed.

The Administrative assistant will also perform inspection readiness activities for WWS functions as required.

Provide traditional administrative support to WWS senior leadership in the management of day-to-day activities, including:

Management of Outlook calendars

Coordination of cross-functional 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, onboarding, and offboarding of employees and contractors

Arrangement of visitor passes and access

Preparation of purchase orders, coordination of requests, routing of invoices

Ordering of supplies and equipment

Set up and maintain electronic and hard copy project and correspondence files

Management of distribution lists

Coordination of new employee training

Preparation and editing of reports and presentations using Microsoft Office software

Tracking of workflow items, initiating follow-up when necessary

Creation of meeting agendas and taking of minutes when requested

Work with other WWS Administrative Support colleagues to coordinate coverage and provide back-up administrative support for WWS colleagues as needed

Support activities related to inspection readiness and live inspections

Perform line-specific activities as requested. Activates may include, but are not limited to:

Resource management updates (i.e. headcount reports)

Review and repository maintenance of org charts, CVs and job descriptions

SharePoint and MS Teams site maintenance

Reconciliation and quality control of documents

GDMS document management

Data analysis and metric development

Tracking and posting of CMCD/GDMS entries

AE white mail intake and metric reporting

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

A minimum of 5+ years of administrative experience

Proficiency in Microsoft Office Suite

Experience using Pharmaceutical systems preferred (e.g., Ariba, PT&E, etc)

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