Sr. Associate, Administrative Services

Job Description

The Research and Development Division's Discovery, Preclinical, and Translational Medicine Operations Department is seeking a Senior Administrative Associate to support the AVP of Discovery, Preclinical, and Translational Medicine Operations who currently sits at our company's Rahway site. This individual will also support the AVP of our Research and Development Division's Quantitative Biosciences who currently sits at our company's West Point site. Both departments are comprised of employees at many different company sites that span over multiple time zones from the west coast of the Unites States to Singapore.

Responsibilities include, but are not limited to:

• Administrative/clerical duties including but not limited to: managing multiple calendars, planning for and receiving visitors, record keeping, expense reporting, maintaining organizational charts, department-level onboarding and offboarding tasks for new hires and exiting employees, and processing information through internal systems

• Candidate interview scheduling

• Schedule, plan and execute various types of team meetings and small special projects within the department

• Create agendas, attend and participate in leadership team meetings, provide in-meeting support, and generate meeting minutes and document/track action items

• Simultaneously coordinate and execute multiple tasks aligned to the departmental function

• Complete priorities and activities with minimal supervision and excellent communication

• Produce various work deliverables requiring strong analytical ability, independent judgment, creativity, and problem solving as needed

• Schedule complex/multi-leg travel (domestic and international)

• Support the use of Teams sites and SharePoint sites

• Effective communication with company executives and internal/external stakeholders both on-site and remotely to maintain workflow

• Prioritize activities and balance the support of several senior staff members/departments

Educational Qualifications:

• Minimum requirement: high-school diploma or equivalent

• Preferred: advanced education or certifications such as (e.g. Certified Administrative Professional, Project Management Professional Certification, Professional in Human Resources Certification)

Required Experience & Skills:

• Minimum of (5) five years Administrative Assistant experience

• Minimum of (2) years in Executive Administration supporting senior executives (Sr. Director, Executive Director, Vice President or above) 

• Ability to handle highly sensitive information with discretion and confidentiality (critical to the position).

• Advanced computer skills using Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint) and operation of other peripheral devices

• SAP experience processing expense reports, purchase orders and payment requests, vendor add forms, as well as capability to run reports within SAP

• Experience scheduling complex travel arrangements including multi-leg domestic and international travel, as well as researching and securing visa needs/applications

• Ability to build agenda for leadership team meetings, attend and participate in meeting, and capture comprehensive notes and action items

• Advanced secretarial/clerical skills with a history of strong performance

• Experience with calendar management; proactive scheduling approach

• Event/team building planning and coordination

• Ability to handle and prioritize a large number of simultaneous assignments

• Ability to rapidly learn new skills, develop a nuanced understanding of key stakeholders and priorities, and apply situational leadership; continuous improvement mindset

• Proactive approach to value-added solutioning with regard to key stakeholders (individuals and teams)

• Ability to adapt into a rapidly evolving and complex work environment while being cognizant of different cultural nuances and time zones; inclusion mindset

• Exceptional attention to detail and organizational skills

• Outstanding communication, networking, and people skills

• Compile, maintain, and handle confidential information with a high level of discretion

This position will require to report to site full time Monday-Friday

#MSJR

Under New York City, Colorado State, Washington State, and California State law, the Company is required to provide a reasonable estimate of the salary range for this job. Final determinations with respect to salary will take into account a