Administrative Assistant, Commercial Contractor

Shionogi•Florham Park, NJ

12h•Hybrid

About The Position

Provide administrative support to the Commercial department. Will perform a wide variety of administrative tasks that include, but are not limited to the following.

Requirements

Demonstrate high levels of proficiency with Microsoft Office Suite of products (Office, Word, Excel, Power Point, Adobe).
Excellent communication skills, both verbal and written.
Must demonstrate a high degree of confidentiality with regard to sensitive information.
Ability to effectively organize and prioritize tasks to achieve established deadlines.
Ability to interface with administrative support teams of Senior Leadership team.
Must be a self-starter, flexible and be able to multi-task.
Ability to build professional relationships.
Attention to detail; excellent organization and follow-up skills a must.
Ability to anticipate needs, and analyze and solve problems quickly and proactively.
Ability to make administrative/procedural decisions and judgments.
Must be familiar with a variety of administrative concepts, practices and procedures.
Must live a commutable distance to our US Corporate Headquarters in Florham Park, NJ.
Office presence required at least 3 days per week

Nice To Haves

Bachelors’ degree preferred, but not required with applicable experience.
Administrative experience supporting upper levels of management and their direct reports is preferred.

Responsibilities

Responsible for calendar management and scheduling of appointments/meetings.
Responsible for meeting logistics, conference room reservation, meeting technology, catering, etc.
Assist with the development of internal/external communications and produce presentations.
Assist with corporate and department initiatives.
Coordinate extensive travel itineraries for team members (both domestic and international) utilizing travel management software.
Process expense reports for team members and reconcile corporate card billing statements.
Create purchase orders and process invoices for payment.
Manage contracting process for department.
Manage MSA’s, SOW, CDA, etc. routing and approval for department.
Greet and interact with incoming guests, escort to conference room, etc.
Maintain and order office supplies as needed.
Perform research on specific topics and coordinate activities of projects/events.
Assist in administrative problem solving.
Perform other administrative or office duties or projects as required or as assigned.
Maintain/responsible for storage closet.
Ad hoc projects as required or assigned.