Sr. Administrative Assistant

Spectraforce Technologies, Inc.; East Hanover (NJ); On-site; USD 25,000 - 38,000; Full time

Job summary

Spectraforce Technologies, Inc. is seeking a Sr. Administrative Assistant in East Hanover, NJ.

The role provides high-level administrative support to the S&G Therapeutic Area Steering Heads in a hybrid setting (3 days onsite). The assignment lasts 6 months and requires strong organizational and communication skills. The ideal candidate has 5–7 years of related experience, proficiency in MS Office and related systems, and the ability to handle confidential matters with discretion.

Qualifications

• Prefers college or secretarial school certificate.
• High School degree required.
• Fluent English (oral and written).
• 5–7 years related secretarial/administrative experience; pharma preferred.
• Proficient in MS Office and standard office procedures.
• Able to prioritize multiple tasks with minimum supervision and follow-up.
• Independent judgment and effective interaction with internal and external customers.

Responsibilities

• Schedule appointments and manage calendars.
• Make both domestic and global travel arrangements.
• Process complex expense reports.
• Coordinate internal/external meetings, videos and conference calls.
• Handle confidential information with professionalism.
• Follow-up on projects to ensure timely completion.
• Participate in various projects as required.

Skills

Fluent English

Communication skills

Organizational skills

Team player

Education

College or secretarial school certificate

High School degree

Tools

Microsoft Word

Excel

PowerPoint

Lotus Notes

Ariba

Concur

Internet Explorer

Job description

Position Title

Sr. Administrative Assistant

Work Location

East Hanover, NJ 07936

Assignment Duration

6 Months

Work Arrangement

Hybrid (3 days onsite)

Note

Individuals who have previously held admin roles with NVS and have experience with NVS systems are highly preferred.

Position Summary

• The Sr. Administrative Assistant provides high level administrative support the S&G Therapeutic Area Steering Heads.
• The role requires a highly motivated, organized, self-directed individual who can handle a variety of sensitive and confidential matters in a professional, mature, and discrete manner.
• He/she must also possess excellent communication and organizational skills, PC proficiency, a high attention to detail and quality, as well as strong initiative and execution capabilities.
• Ability to manage multiple assignments with competing priorities in a fast-paced environment.
• Must be a team player and willing to help other administrative staff and provide coverage when needed.

Key Responsibilities

• Schedule appointments/manage calendars.
• Make both domestic and global travel arrangements.
• Process complex expense reports.
• Coordinate internal/external meetings, videos and conference calls.
• Handle confidential information and communication with all levels of management in a professional manner.
• Follow-up on projects assigned to various managers to ascertain status and to assure timely completion.
• Participate in various projects as required.

Qualification & Experience

• College or secretarial school certificate preferred.
• High School degree required.
• Languages: Fluent English (Oral and written)
• Minimum 5-7 years related secretarial/administrative experience, preferably in a pharmaceutical environment.
• Excellent administrative skills including thorough knowledge of standard office procedures and protocols.
• Must demonstrate ability to prioritize and handle multiple tasks in a timely fashion, with minimum supervision and efficient follow-up.
• Must be proactive, efficient, customer focused and able to work under pressure with tight timelines.
• Must be able to exercise independent judgment and interact effectively with internal and external customers, including international colleagues.
• Must be proficient in all secretarial skills, i.e., office procedures, departmental organization and reporting structures, Microsoft Word, Excel. PowerPoint and Lotus Notes, Internet Explorer, Ariba, Concur, etc.
• Must display team-oriented approach; Excellent interpersonal and written/oral communication skills required.
• Stakeholder Engagement
• Project Excellence
• Proficiency with Microsoft Office Applications (Outlook, Teams, PowerPoint, Excel)
• Planning & Project Management
• Microsoft Office Suite
• Ability to learn and manage systems such as Concur, SAP, and other job relevant software

• Administrative Support
• Cross unit Collaboration
• Values and Behaviors
• Innovation by experimenting and delivering solutions
• Quality by taking pride in doing ordinary things extraordinarily well
• Collaboration by championing high performing teams with diversity and inclusion
• Performance by prioritizing and making things happen with urgency
• Courage by speaking up, giving and receiving feedback
• Integrity by advocating and applying high ethical standards every day