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Administrative Assistant / Specialist

East Hanover, NJ 07936

Posted: 09/18/2023 Employment Type: Contract Job Category: Administrative Job Number: 584866 Is job remote?: No Country: United States

Job Description

Previous Nvs experience would be ideal; this could potentially be converted to an FTE in 2024; two step interview process; hybrid role with 3 days on site/2 days WFH; supporting 3 VPs
The Sr. Administrative Assistant provides high-level administrative support to four S&G Therapeutic Area Steering Heads. The role requires a highly motivated, organized, self-directed individual who can handle a variety of sensitive and confidential matters in a professional, mature, and discrete manner. He/she must also possess excellent communication and organizational skills, PC proficiency, a high attention to detail and quality, as well as strong initiative and execution capabilities. Ability to manage multiple assignments with competing priorities in a fast-paced environment. Must be a team player and willing to help out other administrative staff and provide coverage when needed.

Major Accountabilities (Core Responsibilities)
  • 1. Schedule appointments/manage calendars.
  • 2. Make both domestic and global travel arrangements.
  • 3. Process complex expense reports.
  • 4. Coordinate internal/external meetings, videos and conference calls.
  • 5. Handle confidential information and communication with all levels of management in a professional manner.
  • 6. Follow-up on projects assigned to various managers to ascertain status and to assure timely completion.
  • 7. Participate in various projects as required.
Technical Responsibilities
  • Microsoft Office Suite
  • Ability to learn and manage systems such as Concur, SAP, and other job relevant software


College or secretarial school certificate preferred.
  • High School degree required.

Languages: Fluent English (Oral and written)

Experience: Minimum 5-7 years related secretarial/administrative experience, preferably in a pharmaceutical environment.

Professional Requirements:
  • 1. Excellent administrative skills including thorough knowledge of standard office procedures and protocols.
  • 2. Must demonstrate ability to prioritize and handle multiple tasks in a timely fashion, with minimum supervision and efficient follow-up.
  • 3. Must be proactive, efficient, customer-focused and able to work under pressure with tight timelines.
  • 4. Must be able to exercise independent judgment and interact effectively with internal and external customers, including international colleagues.
  • 5. Must be proficient in all secretarial skills, i.e., office procedures, departmental organization and reporting structures, Microsoft Word, Excel. PowerPoint and Lotus Notes, Internet Explorer, Ariba, Concur, etc.
  • 6. Must display team-oriented approach; Excellent interpersonal and written/oral communication skills required. Competency Architecture 

  • Proficiency with Microsoft Office Applications (Outlook, Teams, PowerPoint, Excel)
  • Planning & Project Management

  • Administrative Support
  • Cross-unit Collaboration

Values and Behaviors
  • Innovation - by experimenting and delivering solutions
  • Quality - by taking pride in doing ordinary things extraordinarily well
  • Collaboration - by championing high performing teams with diversity and inclusion
  • Performance - by prioritizing and making things happen with urgency
  • Courage - by speaking up, giving and receiving feedback
  • Integrity - by advocating and applying high ethical standards every day
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Although this hasn't been an issue at The Planet Group, the staffing industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly and never provide banking information during the application process. Candidate safety is a top priority at The Planet Group.

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