Job Title: Administrative Assistant

Location: Peapack/ Parsippany, NJ – Hybrid (3-4 days onsite)

Type: Contract

Join the American multinational pharmaceutical and biotechnology that develops and produces medicines and vaccines for immunology, oncology, cardiology, endocrinology, and neurology.

Responsibilities

• Provide traditional administrative support to WWS senior leadership in the management of day-to-day activates, 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 maintenance of 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

• Independently identifies problems or issues and implements remedial actions to address

• Responsible for quality of work that impacts supervisor /department/line

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

• Support activates 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

• Work with other WWS Administrative Support colleagues to provide back-up support for line-specific activities due to periods of high activity or colleague absence

• Develop and provide training on company’s administrative procedures and processes

• Support the most complex workflow and inspection readiness activities as required

• This position will support across WWS supporting Business Management, Safety Quality, Risk Management, Product Safety Surveillance and Drug Safety Unit.

• The role will require direct collaboration with colleagues across sites inclusive of Sr VP, VP and Director level roles.

  Requirements

• Minimum administrative experience of 3 years (Business Support 2), 5 years (Business Support 3), 7 years including support of senior leadership (Business Support 4)

• High-school diploma or General Educational Development (GED) required; Bachelor’s degree preferred

• Proficiency in Microsoft Office Suite

• Experience using company’s 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

  Benefits

  System One offers eligible employees health and welfare benefits coverage options, including medical, dental, vision, spending accounts, life insurance, voluntary plans, and participation in a 401(k) plan.

  #M3

System One, and its subsidiaries including Joulé, ALTA IT Services, CM Access, TPGS, and MOUNTAIN, LTD., are leaders in delivering workforce solutions and integrated services across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible full-time employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.