Senior Operations and Administrative Assistant

Jobtailor

New Jersey

On-site

USD 65,000 - 90,000

Full time

14 days+

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Job summary

Jobtailor in New Jersey seeks an experienced Executive Assistant to support the VP, Global Oncology Communications & Public Affairs. You will translate priorities into actionable plans, manage calendars, coordinate meetings and travel, and help track deadlines and budgets.

This role requires 5+ years of administrative or project coordination experience, strong MS Office skills, and proven ability to handle confidential information with discretion.

Qualifications

A high school diploma is required; Bachelor's degree preferred but not required.
5+ years of administrative, project management or project coordination experience.
3+ years supporting leaders or teams in a complex environment.
Proficient with MS Office, Concur, Ariba, aCREW, eMarketplace, Zoom, Teams and SharePoint.

Responsibilities

Serve as trusted operational partner translating priorities into clear plans and follow-through.
Prepare for internal team meetings with agendas, decisions, action items and timely follow-up.
Maintain visibility across activities, deadlines, dependencies, milestones, compliance considerations, risks and issues; flag concerns.
Strategically manage an executive calendar, coordinate high-priority meetings, and arrange domestic and international travel.
Track budgets with the finance team, including expenses, purchase orders and vendor contracts.
Own ad hoc requests with urgency, discretion and sound judgment; plan and execute meetings, events, off-sites and engagements.
Provide proofreading and editing support to ensure communications are polished, clear and accurate.

Skills

Project Management

Executive Support

Budget Tracking

Event Planning

Calendar Management

Strong Computer Skills

Communication

Education

High School Diploma

Bachelor’s degree in business administration, communications or related field

Tools

MS Office

Concur

Ariba

ACREW

eMarketplace

Zoom

Teams

SharePoint

Job description

Serve as a trusted operational partner to the Vice President, Global Oncology Communications & Public Affairs, translating priorities into clear plans, actions and follow-through.

Prepare for internal team meetings by developing agendas, capturing decisions, tracking action items and ensuring timely follow-up.

Maintain visibility across key activities, deadlines, dependencies, milestones, compliance considerations, risks and issues; flag concerns and help keep work on track.

Strategically manage a complex executive calendar, coordinate high-priority meetings, anticipate scheduling conflicts and arrange domestic and international travel, itineraries and T&E reports.

Track budgets in partnership with the GCA finance team, including expenses, purchase orders and vendor contracts.

Own ad hoc requests with urgency, discretion and sound judgment, identifying the best path forward when direction is limited.

Plan and execute team meetings, in-person and virtual events, off-sites and other engagements that strengthen connection and collaboration.

Provide proofreading and editing support to ensure communications are polished, clear and accurate.

Requirements

A high school diploma is required; a bachelor’s degree in business administration, communications or a related field is preferred but not required.
5+ years of administrative, project management or project coordination experience.
3+ years of experience supporting leaders or teams in a complex environment.
Must possess strong computer skills and experience with MS Office, Concur, Ariba, aCREW, eMarketplace, Zoom, Teams and related tools; proficiency with productivity tools and portal technology, including SharePoint, is required.

Core Competencies

Demonstrates expertise in project management, executive support, and operational coordination, with a strong focus on communication, budget tracking, and event planning. Proficient in utilizing various productivity tools to enhance team collaboration and efficiency.

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