Office Assistant

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