Job Details

Office Support:
* Support daily office functions for the New Jersey location.
* Create a friendly and helpful office atmosphere as the main point for reception including
greeting employees and guests, answering office questions, distributing mail, shipping
items as needed and other administrative duties.
* Be alert to regulatory agency visits and how to properly handle appropriately.
* Help employees plan office meetings, including site coordination and catering orders.
* Support office vendor management which includes equipment maintenance and ordering
supplies.
* Liaison with building management for office issues including temperature control, cleaning
services and more.
* Create new hire badges, conduct office tours, and review office procedures with employees
as needed.
* Help to coordinate events such as all-company meetings, executive meetings and off-sites,
office lunches, team events, and holiday parties.
* Creating and fostering a work environment promotes positive morale.
* Ad-hoc projects/tasks as requested.
Admin Support:
* Provide flexible, proactive administrative support to various leaders as organizational needs
dictate.
* Coordinate domestic and international travel. Create and submit expense reports via Concur for
leaders as needed.
* Help with calendar management in Outlook; resolving meeting conflicts and helping each leader
meet their goals for meeting management.
* Proactively coordinate and schedule regular occurring meetings. Gather input for agendas and
distribute agendas before meetings.
* Create and submit purchase order requests for leadership team members. Input purchase
orders, process invoices and other financial administration tasks.
* Assist with candidate interview scheduling, travel arrangements, and onsite interview
coordination and candidate care.
* Prioritize conflicting needs; handle matters expeditiously and proactively
* Serve as an organizational “utility player” pitching in on special projects, covering for colleagues,
and filling gaps wherever they arise.
* Take initiative to identify and solve problems before they escalate; anticipate needs and act on
them
* Partner and collaborate with other office admin team members to ensure the overall office
needs are met and we maintain a positive and enjoyable office culture.
* Embrace the small company environment where everyone contributes beyond their job
description to help the team succeed.
Requirements:
* Bachelor’s degree preferred
* 5+ years’ experience in Office coordination/management
* 2+ years’ experience in Administrative Support role
* Experience in the Pharmaceutical/Biotech industry preferred, but not required
* Positive attitude – willingness to help others
* Demonstrated “roll up your sleeves” mentality with a track record of proactively identifying
needs and taking action
* Strong written and verbal communication skills
* Proficient in MS Office, Teams and with Advanced Outlook organizational skills
* Strong interpersonal skills and the ability to build relationships with employees and
external partners.
* A sense of ownership and accountability, and a willingness to be flexible with ad-hoc tasks
* High attention to detail and the ability to multitask
* Strong ability to work independently and as a team player
* Expert ability to prioritize
* Trustworthy and discreet in reference to confidential information
* Must be able to pick up boxes/office supplies in excess of 30 lbs as neede