Overview
Executive Administrative Assistant Jobs in Princeton, NJ at AllSTEM Connections
Title: Executive Administrative Assistant
Company: AllSTEM Connections
Location: Princeton, NJ
this is hybrid role- need local Candidate.
Job Title: Sr Project Coordinator/Executive Assistant (Hybrid role)
Location: Princeton NJ
Duration: 5+ Months
Qualifications:
Requirements
– Hybrid Work Schedule – In office 3 days a week
– Associate’s or Bachelor's degree preferred, in operations, business administration, communications, or related studies
– 10 years of experience in a multi-disciplinary environment, preferably at a global pharmaceutical or biotechnology company
– Extensive experience in a large organization performing coordinator work that requires analysis, initiative, flexibility, and impeccable recordkeeping and record retention skills
– Excellent communication and interpersonal skills with an ability to respond with professionalism in verbal and written communications across all geographies and levels of the organization
– Ideally a digital-first mindset, and must be comfortable working with new technologies and software programs, including web-based and digital communications tools
– Proficiency with MS Office suite (e.g., Outlook, Word, Excel, PowerPoint, OneDrive, SharePoint, Teams, OneNote, Forms)
– Experience with applications (e.g., Concur, Workday, Veeva) is preferred
Responsibilities:
Hybrid Work Schedule – In office 3 days a week
In this role, you will lead the coordination and organization of administrative tasks, contribute to internal communications projects and support execution of events. You will partner closely with team leaders within the C&CA function as well as cross-functional departments to ensure effective operations in a fast-paced environment. In addition to core executive administrative duties for the SVP of the department, the Contractor – **Senior Project Coordinator** will also be responsible for supporting general department needs. Additional duties include the coordination of calendars and schedules for some Communications & Corporate Affairs leaders, helping to arrange team travel and conference schedules, daily oversight of the departmental email in-boxes and support the internal triage within the team, and organizing team retreats and events as needed. The job also entails maintaining files, archiving contracts, purchase order requisitions, etc. This person will be given opportunity to take on more advanced communications business tasks over time if willing and the appropriate capabilities are shown. This role will represent the department in a professional manner necessitating a high degree of professionalism, tact, resourcefulness, discretion, organization, proactivity, and excellent attention to detail. This position will report to the Senior Vice President, Communications & Corporate Affairs.
This person will be based out of our Princeton, NJ office and will be onsite 60% of the time.
This position is non-exempt and eligible for overtime.
Responsibilities
– General administrative and project support to the SVP including: Manage calendars, arrange meetings and coordinate travel arrangements, create and submit expense reports, track reimbursements and corporate card credits, and book travel via Concur corporate system
– Assist SVP with managing department’s internal/operating budget, including assembly of budget reports, request purchase order numbers through corporate process/follow-up on invoices as needed; support vendor agreements and facilitate contracting process
– Support onboarding and offboarding activities for team members within the department
– Planning attendance at conferences and congresses, including liaising with other Executive Assistants on cross-functional executive travel to /from these events
– Create and edit Word documents, PowerPoint presentations, and Excel worksheets and internal communications materials
– Manage complex calendar, anticipate conflicts, and use diplomacy to resolve problems in advance and conserve manager’s time; schedule and coordinate team meetings, including ongoing maintenance of 1:1’s with direct reports, leadership team members, and key stakeholders
– Manage logistical event planning in the New Jersey facilities in close collaboration with our global sites as appropriate requiring high level of event planning experience and organizational skills.
– Maintain up-to-date organizational information for the department and oversee operations. Draft meeting agendas, meeting minutes, and/or assist with tracking milestones and action items
– Serve as SharePoint administrator and site owner for department collaboration tools and support department in managing team sites, electronic files, databases, and other data in a systematic way for enduring use
– Manage purchase orders through enterprise resource planning (ERP) system and tracking invoices
– Contribute to building department reputation through responsive, respectful, and collaborative communications
– Proactively and independently organize and expedite workflows, and initiate follow-up when necessary, to ensure schedules and deadlines are met
– Support other routine or ad hoc tasks and projects as assigned
