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Executive Administrative Assistant

New Brunswick, NJ

Posted: 03/08/2023 Job Number: 23291736

Job Description

Hybrid role.
Minimum of 50 percent of time on-site will need to be split between Client's Summit West, NJ and New Brunswick, NJ campus.

Project Description:
  • Reporting to the Executive Director of Global Upstream & Cell Line Development, this individual will be responsible for general administrative support to the local Biologics Development employees (approximately ~200 staff) in New Brunswick and Summit West New Jersey.
  • This position is a hybrid role, however minimum of 50 percent of time on-site will need to be split between Summit West, NJ and New Brunswick, NJ campus.
  • Support of 2 Executive Directors and respective organizations.
  • Calendar, Travel & Expense Management .
  • Functional Area Org Chart Ownership .
  • Ownership/upkeep of Functional Area Org distribution lists .
  • Organizational based announcements .
  • Tracking/Consolidating promotions & new hire, work anniversary information .
  • Tracking/Consolidating administrative roll-ups as needed .
  • Communications Support (Input into newsletter, HR dates, etc.) .
  • Active member of BD Administrative Coordination Team, BD Buzz & BD Culture Team .
  • Coordination of on-site/off-site meetings, events, town halls and leadership level functional area meetings .
  • Administrative follow-up, roll-up as needed from functional LT meetings/actions .
  • Special assignments as needed in BD .
  • Support of multi-area/large meetings as prioritized by BD functional area head .
  • Provide back up support to cross-Biologics Development assistants .
  • Support on-site executive/LT visitors (Escort, register in visitors watch, update badging, allocate space, etc.) .
  • Project Manage site-based leadership team meetings & follow-ups (monthly) .
  • Active member/participant of BD and any site applicable admin team .
  • Site distribution list ownership .
  • Site based announcements .
  • Site e-time coordinator .
  • Upkeep/procurement of site-based office supplies .
  • Support of BD culture/social events .
  • Support of central area/pantry related facility work orders (as needed) .
  • Support of large on-site meeting events/tours/visitors .
  • Support of site-based seating/onboarding support (Support of seating assignment, general " how to ) .
  • Site Survey Support (as needed) .
  • Support BD Data Management (upkeep of lists, initiatives, tracking, etc.) .

Required Skills:
  • Requires a high school diploma or its equivalent with 4-7 years (intermediate) experience in the field or in a related area (regulatory/compliance-based) environment is desirable.
  • Strong PC experience required including MS Office Outlook, Calendar, Word, PowerPoint, Excel and Sharepoint .
  • Has strong organizational skills, pays close attention to detail and follow-up, and properly balances priorities and resources.
  • Must be proficient in various company systems (or willing to learn rapidly) (Concur Travel/T&E, MS Teams, SAP, eSetup, Conf Room Scheduling, WorkDay, and Sharepoint) and other office tools (Office365, Calendar, email and audio/ video conferencing).
  • Detail oriented with excellent oral and written communication skills.
  • Adapts easily to new learning situations, can establish priorities, is very proactive, reliable, and accountable, and works with minimal supervision.
  • Must have strong interpersonal skills and collaborate with internal/cross-functional assistants .
  • Must have a good work ethic, be proactive and accountable .

This 12+month position starts ASAP.

Please E-MAIL your resume (attachment to email) with rate and availability to Bridget: bridget@alphaconsulting.Com


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Bridget Burns

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