Executive Assistant/Administrative Assistant (Valid NJ Drivers License Required)

Makonis; Jersey City (NJ); On-site; USD 65,000 - 90,000; Full time

Job summary

Makonis is seeking an Executive Assistant to support the CMO and Medical Leadership Team in Jersey City, NJ. This role requires sharp organizational, interpersonal, and time-management skills to proactively meet priorities.

Responsibilities include calendar management, travel planning, expense reconciliation, and effective communication across teams. A bachelor’s degree is required, with NJ-based candidates preferred, and a valid driver's license is needed for corporate vehicle duties.

Qualifications

• Excellent interpersonal, written, verbal, and visual communication and presentation skills.
• Ability to handle multiple tasks, manage deadlines, and prioritize work in a fast moving environment.
• Valid driver’s license required for driving corporate designated vehicle for CMO; preferably based in NJ.

Responsibilities

• Calendar Management: Collaborate with cross functional admins to align for alliance meetings, external partners or internal meetings.
• Travel Arrangement and Expense Reconciliation: Coordinate domestic and international travel, observe travel policy and budget; handle registration to conferences and expense reporting.
• Effective Communication: Manage emails and liaise with cross functional counterparts for optimal outcomes.
• Expanded and Ad Hoc Support: Maintain org charts, distribution lists, assist with onboarding/offboarding, learn new processes, learn cross functional priorities.
• Dedicate 10-15% of time to broadening understanding in science and medical activities.

Skills

Interpersonal communication

Written communication

Verbal communication

Presentation skills

Time management

Education

Bachelor's degree in Business/Economics/Statistics/Data Science or related field

Job description

Executive Assistant – Jersey City, NJ – Full Time/Permanent

Position Summary

Providing effective business support to the CMO and Medical Leadership Team to achieve goals to meet our organization’s priorities. Optimal candidates should anticipate needs proactively, work efficiently and have strong interpersonal, organizational, & time management skills. The executive assistant must have strong work ethics and maintain

business integrity in all actions

Key Roles and Responsibilities Calendar Management:

Collaborate with cross functional admins to gain alignment for alliance meetings, external partners (KOLs or HCPs) or Internal cross functional meetings.

Pro-actively Monitoring & Adjusting conflicts as quickly as possible Schedule 1:1 weekly and monthly meetings

Travel Arrangement and Expense Reconciliation

Coordinate domestic and international travel for team while observing our travel policy and budget - this will include flights, hotels and car service and registration to conferences

Reconciliation and expense reporting in a timely manner

Ensure availability to handle issues that may occur during executives' travel

Effective Communication

Communicate in a timely manner

Manage email communication appropriately and effectively

Liaise with cross functional counterparts and leadership for optimal outcomes

Expanded and Ad Hoc Support

Investigate system issues On/Off boarding colleagues Maintain Org Charts Maintain Distribution Lists

Learn about different systems

Collaborate with Administrative Support Group (ASG) to help resolve issues and gain feedback from other business support members

Continue to learn the new processes and procedures introduced to be more effective to team

Dedicate10-15% of time to broadening understanding in science and medical activities as well as learning cross functional priorities and ways of working

Qualifications

Demonstrated excellent interpersonal, written, verbal, and visual communication and presentation skills.

Ability to handle multiple tasks, manage deadlines, and prioritize work in a fast moving environment

Valid drivers license required for driving corporate designated vehicle for CMO Preferably based in NJ

Education

Bachelors degree required (Business, Economics, Statistics, Data Science, or related field preferred).