Admin Assistant III

WillHire; Ridgefield (CT); Hybrid; USD 45,000 - 60,000; Full time

Job summary

Boehringer Ingelheim in Ridgefield, CT is seeking an organized Administrative Assistant III to provide administrative and project coordination support on a 2-3 year contract.

The ideal candidate will work with internal contracting teams, contractors, vendors, and external experts to coordinate contracting activities and keep projects moving forward. This role focuses on communication, coordination, organization, and follow-through with no sales responsibilities.

Qualifications

• High school diploma or equivalent required.
• 3–8 years of experience in administrative, coordination or project support roles.
• Strong communication, organization and follow-up skills.
• Experience handling confidential information and documents.
• Ability to learn internal systems and processes.

Responsibilities

• Provide administrative and project coordination support.
• Work with contractors, vendors, and external experts throughout contracting.
• Assist with negotiations, scheduling, follow-ups, and coordination.
• Maintain contract-related information in internal systems.
• Track items, deadlines, and action items; support closeout activities.
• Support expenses documentation and general administrative duties.

Skills

Strong communication

Highly organized

Project coordination

Follow-up skills

Documentation

Professional stakeholder communication

Adaptability

Education

High school diploma or equivalent

Tools

Microsoft Teams

Microsoft Outlook

Internal systems and databases

Job description

Administrative Assistant III

Boehringer Ingelheim | Hybrid | Contract

Position Overview

Boehringer Ingelheim is seeking an organized, detail-oriented Administrative Assistant III to provide administrative and project coordination support. This is a project-based opportunity supporting a growing team with a 2-3 year outlook.

The ideal candidate will work closely with internal contracting teams, contractors, vendors, external experts, and experienced professionals to help coordinate contracting activities and keep projects moving forward.

This role is highly focused on communication, coordination, organization, and follow-through. There are no sales responsibilities.

Key Responsibilities

• Provide administrative and project coordination support.
• Work closely with contractors, vendors, and external experts throughout the contracting process.
• Assist with negotiations, scheduling, follow-ups, and coordination.
• Partner closely with the contracting team to help move contracts toward completion.
• Enter and maintain contract-related information in internal systems based on information provided by the contracts team.
• Communicate with external experts and professionals to gather information and support contract finalization.
• Track outstanding items, documents, and action items and follow up as needed.
• Assist with contract closeout activities.
• Support expense tracking, receipts, and related documentation.
• Assist with special projects and general administrative responsibilities as requested.
• Maintain organized filing systems and department documentation, including potentially confidential information.
• Handle confidential materials and information with discretion.
• Complete additional administrative and clerical duties as needed.

Required Qualifications

• High school diploma or equivalent.
• 3-8 years of experience in relevant administrative, coordination, project support, or similar roles.
• Previous administrative or filing experience required.
• Strong communication and interpersonal skills.
• Highly organized and detail-oriented.
• Strong project coordination and follow-up skills.
• Ability to track projects, documents, deadlines, and action items over time.
• Strong documentation and organizational skills.
• Professional and comfortable communicating with highly experienced professionals and external stakeholders.
• Reliable, steady work history and strong follow-through.
• Ability to learn internal systems and processes.
• Ability to lift and repeatedly move large binders, files, and banker boxes of files.

Technical Environment

• Microsoft Teams
• Microsoft Outlook
• Internal Boehringer Ingelheim systems and databases

Training will be provided on internal systems.

Work Arrangement

• Hybrid
• Local candidates required
• Tues­day-Thursday onsite (2-3 days per week)

Contract Details

• Contract position
• Project outlook of approximately 2-3 years
• Extensions are very likely
• Potential conversion opportunity in 2028

Interview Process

• One-round virtual interview