Administrative Assistant - Green Key Resources

A pharmaceutical firm in New Jersey is seeking an Administrative Assistant to support three C-Suite Executives.

Hybrid schedule: 2 days per week on-site

Pay rate: $35-40/hr, depending on experience

Hours: 9am - 6pm

Responsibilities:

• Provide high-level administrative support to C-suite executives, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Prepare and organize materials for meetings, including agendas, presentations, and reports. Ensure executives are well-prepared for internal and external meetings.
• Screen calls, emails, and other communications, ensuring timely responses and follow-up. Act as the primary point of contact between executives and internal/external stakeholders.
• Draft and proofread correspondence, reports, memos, and other documents. Maintain accurate filing systems for important documents and records.
• Assist in the coordination and management of special projects, ensuring timely follow-up and execution.
• Organize and book travel for executives, including flights, accommodations, transportation, and itineraries.
• Process and track expenses, including preparing expense reports and handling invoices.
• Maintain a high level of confidentiality and discretion in all aspects of the role, particularly with sensitive information and internal communications.
• Perform general office duties such as ordering office supplies, managing office equipment, and assisting with day-to-day operations as needed.

Requirements:

• Minimum of 3-5 years of experience in an administrative support role, with at least 2 years supporting C-suite executives or senior leadership.
• Bachelor’s degree preferred; equivalent experience may be considered.
• Strong organizational skills and the ability to manage multiple tasks simultaneously.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.