Senior Administrative Assistant, Commercial - Contractor

System One • Florham Park, NJ • 9h ago

Job Title: Senior Administrative Assistant, Commercial - Contractor

Location: NJ-Florham Park: Hybrid ( Office presence is required at least 3 days per week)

Contract: 12 months

Overview

This role will provide administrative support to Commercial Teams (or as assigned) in all day-to-day processes including calendar management, contract management, meeting coordination, travel planning, processing expense reports, maintaining office supplies, and providing administrative and event logistic support as required. This role is pivotal in ensuring smooth operations and effective communication across teams and must have the ability to build and maintain professional presence and relationships, strong attention to detail, as well as excellent communication, organization and follow-up skills.

Responsibilities

Manage executive and their team members calendars and schedule appointments/meetings

Responsible for coordinating meetings across multiple calendars, reserving and preparing conference rooms, handling catering arrangements, taking detailed minutes, managing RSVPs, etc.

Process expense reports for team members according to billing statements in timely manner

Coordinate and assist with corporate and department initiatives development and execution.

Coordinate extensive travel planning and itineraries for team members (both domestic and international) utilizing travel management software and working with a travel agency

Manage Contract Process and navigate internal and external clients (MSA's, SOW, CDA, etc.)

Manage the payment process by creating purchase orders and processing invoices for payment collaborating with Finance partners as a team's liaison

Manage New Vendor set up to execute payment process in timely manner

Coordinate with strategic partners to gather information needed to process contracts/payments/expense reporting

Greet and interact with incoming guests with professional manner, escort to conference room, etc.

Maintain and order office supplies as needed.

Perform research on specific topics and coordinate activities of projects/events.

Provide support in resolving administrative issues.

Printing, Copying, filing of the documents and materials

Handle mailing overnight/shipping as requested

Monitor department outlook inbox if assigned

Support meeting/event on-site as assigned

Perform other administrative or office duties and Ad-hoc projects as assigned.

Maintain/responsible for organizing and stocking supplies in the storage closet.

Requirements

Bachelors' degree preferred, but not required with applicable experience

Minimum of seven (7) years of administrative experience supporting multiple levels of management and their direct reports

Experience supporting Commercial functions, such as Marketing and Market Access, is preferred

Experience in the pharmaceutical industry highly preferred

Excellent communication skills, both verbal and written

Demonstrate high levels of proficiency with Microsoft Office Suite of products (Office, Word, Excel, Power Point, Adobe) and SharePoint. Ability to navigate and adapt in IT platforms (Concur, JDE etc.) and new upcoming technologies.

System One, and its subsidiaries including Joulé, ALTA IT Services, and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

LI- LI-AD3

Ref: #568-Clinical

System One, and its subsidiaries including Joulé, ALTA IT Services, CM Access, TPGS, and MOUNTAIN, LTD., are leaders in delivering workforce solutions and integrated services across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible full-time employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

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