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Our client, a world-leading Pharmaceutical Company in New York, NY or Collegeville, PA is currently looking for a Executive Assistant to join their expanding team.
Job Title: Executive Assistant / Pharma Industry
Duration: 1.5 months contract, extendable up to 36 months
Location: New York, NY or Collegeville, PA
Note:
The client has the right-to-hire you as a permanent employee at any time during or after the end of the contract.
You may participate in the company group medical insurance plan
Job Description:
Answer general phone inquiries using a professional and courteous manner.
Direct phone inquires to the appropriate person.
Reply to general information requests. Greet visitors in a professional and friendly manner.
Use MS Office including MS Word, Excel and PowerPoint to prepare reports, memos, and documents.
Sort incoming mail, faxes, and courier deliveries for distribution. Prepare and send outgoing faxes, mail, and courier parcels.
Provides full-range of administrative support to include: manages multiple Outlook calendars with expertise; plans and coordinates a variety of meetings and events, such as staff meetings (including recording of action items) and a variety of recurring events with other groups inside and outside of Pharmaceutical when necessary; prepares and edits reports and presentations using Microsoft Office software; organizes and maintains files;
Coordinates and manages travel arrangements and prepares expense reports; fields incoming telephone calls and replies to routine inquiries;
Provides project management assistance when necessary;
Expedites flow of work, and initiates follow-up when necessary, particularly when supervisors are traveling; orders supplies and equipment; cooperates with other Administrative Assistants in maintaining an efficient workroom; serves as back-up administrative support for any member of the team when necessary.
Key responsibilities include, but are not limited to:
Day to day oversight of the Head of Artificial Intelligence, Data & Analytics office will include scheduling meetings, organizing travel, managing calendars, working closely with the leadership team, and Portfolio & Ops team to align priorities.
Complete a variety of more complex routine and non-routine assignments.
Ability to juggle and keep track on multiple priorities
Manage the recruitment and panelist scheduling for a number of key leadership team positions
Schedule and coordinate all team meetings using Teams, WebEx, videoconference, resource scheduler, global travel, visitor badges, and transportation when required.
Schedule, coordinate and manage logistics for large group global meetings.
Organize and maintain excellent electronic file system and hard copies where necessary.
Routine office management- including ordering supplies, reviewing mail, preparing purchase orders.
Creates and edits presentations and memoranda, including engaging others (and potentially professional creative solutions teams) to achieve objectives.
Prepare reports as necessary including expense and staffing reports as required (e.g. budgets, headcount) and provide analysis.
Engages with other executive Administrative Assistants as a team to collectively manage workflow for the Pharmaceutical Digital leadership team.
Successful candidates will be highly organized, detail oriented with strong computer skills in the Microsoft Office Suite
Comments:
Required Skills:
Experience with executive level support
Ability to manage multiple competing priorities and difficult calendaring
Strong computer skills in the Microsoft Office Suite
Highly organized,
Detail oriented
Interview Process:
Multi-round (Camera On)
Additional Details: Hybrid Position
Must be local to the NYC or Collegeville sites.
Remote possibilities depending on project needs and timelines.
