Sr Administrative assistant -Global Regulatory Operation Services

Maxis Clinical Sciences; Nutley (NJ); On-site; USD 50,000 - 70,000; Part time

Job summary

A leading healthcare company in Nutley, New Jersey is seeking a skilled Senior Administrative Assistant to provide high-quality administrative support for the Global Regulatory Operations team. Key responsibilities include managing calendars, coordinating travel, processing invoices, and maintaining documents. The ideal candidate will have an associate degree, over 4 years of administrative experience, exceptional organizational and communication skills, and the ability to handle sensitive information. This is a contract position offering opportunities for cross-functional collaboration.

Qualifications

• 4+ years of related administrative experience supporting multiple individuals.
• Ability to work under minimal supervision in a fast-paced environment.
• Exceptional interpersonal skills and ability to collaborate.

Responsibilities

• Provide administrative support to the GRSO Head, including calendar management.
• Coordinate travel arrangements for GRSO colleagues.
• Process travel and entertainment expense reimbursements.

Skills

Strong organizational skills

Excellent communication skills

Customer-focused

Proficient in Microsoft Office

Ability to handle confidential information

Education

Associate degree

BA/BS preferred

Tools

ADP Concur

Outlook

Microsoft Office Suite

Job description

Senior Administrative Assistant – Global Regulatory Operation Services

This position is responsible for performing proactive/high‑quality administrative support to multiple members within the Global Regulatory Operation Services (GRSO) department. He/she may also be assigned to support other departments or projects/events within the Medicine Development Center.

Major Duties and Responsibilities

• Personal assistant to GRSO’s Head, including calendar and meeting management.
• Support day‑to‑day administrative activities for the GRSO department, such as serving as the point of contact for general inquiries, knowledge of all administrative systems/software (Concur, travel agency, ReadSoft), procurement of office/meeting supplies, arranging/coordinating IT support as needed.
• Document management: creation of templates (in Word, Excel, PowerPoint) and management of documents such as monthly reports, unit objectives, department’s budget. Maintain and update GRSO’s internal website as needed and no less than once a month.
• Manage GRSO’s monthly FTE reporting for all US/Canada colleagues.
• Coordinate domestic and international travel arrangements for GRSO colleagues, including support or arrangement for executive‑level visitors. Research travel options and other travel arrangements (car service, train, flights, hotel) via the company’s travel system/agency. Assist with passport/visa requirements for international travel.
• Expense Report Submission: Process travel and entertainment expense reimbursements using ADP Concur for GRSO’s Head and members as needed. Track expenses, compile and submit P‑card expense reports monthly.
• Invoice Processing: Manage, process and coordinate approval of invoices via ReadSoft monthly. Contact vendors to resolve discrepancies. Advise supervisor of invoice errors or non‑compliance. Scan copies for filing.
• Meeting support (remote and in‑person): Assist with remote meeting setup and administrative support during meetings, logistics, audio‑visual services, minutes. Coordinate and assist overall aspects of pre‑, during‑ and post‑on/off‑site meetings.
• Assist HR Business Partner with candidate interview schedules, new‑hire onboarding and other HR activities as required.
• Perform other team‑initiated program and ad‑hoc duties as required.

Qualifications

• Associate degree required; BA/BS preferred.
• 4+ years of related administrative experience supporting multiple individuals.
• Strong organizational skills and excellent judgment and reasoning abilities.
• Customer and employee focused, able to multi‑task, work under minimal supervision, demonstrate resiliency and high productivity in a fast‑paced environment.
• Ability to handle sensitive and confidential information and maintain proper archiving for relevant legal documents.
• Excellent verbal and written communication skills, exceptional interpersonal skills and ability to work cooperatively and collaboratively.
• Proficient computer skills with Outlook and Microsoft Office (Word, Excel, PowerPoint).
• Collaborative team player with ability to work autonomously and manage competing demands and shifting priorities.

Seniority Level

Mid‑Senior Level

Employment Type

Contract

Job Function

Administrative

Industry

Strategic Management Services