Administrative Assistant

Alphanumeric Systems • Zebulon, NC

8h • Hybrid

About The Position

Alphanumeric is hiring an Administrative Assistant to work onsite in Zebulon, NC with our client of 20 years, a global organization committed to improving lives through medical and pharmaceutical advancements. This is a high-impact administrative role supporting the Zebulon Site Director and Site Leadership Team (SLT). The Administrative Assistant will serve as a trusted partner to site leadership, helping ensure smooth day-to-day operations, effective site governance, and strong organizational coordination across a fast-paced pharmaceutical manufacturing environment. The ideal candidate is highly organized, proactive and comfortable supporting senior leaders while managing competing priorities. This role requires excellent judgment, discretion, attention to detail and the ability to anticipate needs and follow through independently.

Requirements

• High school diploma or equivalent required; Associate degree preferred.
• 5+ years of Executive Administrative/Executive Assistant experience, preferably within pharmaceutical manufacturing, biotechnology or another regulated environment.
• Demonstrated experience supporting senior leaders, such as a Site Director, executive leader or leadership team, within a matrixed organization.
• Strong calendar management, meeting coordination and organizational skills.
• Strong proficiency with Microsoft Office, including Outlook, Word, Excel and PowerPoint, as well as collaboration tools and SharePoint Team Sites.
• Excellent written and verbal communication skills.
• Strong attention to detail with the ability to independently manage multiple priorities and deadlines.
• High level of discretion, professionalism and sound judgment.
• Ability to remain organized and effective when priorities shift in a fast-paced operational environment.
• Strong interpersonal skills and the ability to work effectively with employees at all levels, from senior leadership to shop-floor teams.
• Proactive, anticipatory approach with strong ownership and follow-through.

Nice To Haves

• Experience supporting leadership within a pharmaceutical manufacturing, biotechnology, life sciences or other regulated site environment.
• Experience with SAP and Ariba.
• Experience with Concur expense reporting.
• Experience with Workday timekeeping.
• Experience coordinating leadership governance meetings, site visits, town halls or large employee events.

Responsibilities

• Manage complex calendars, travel and scheduling for the Zebulon Site Director and Site Leadership Team, including shift-based and cross-time-zone meetings.
• Resolve scheduling conflicts and competing operational priorities proactively.
• Coordinate travel arrangements and ensure timely submission of travel and expense reports through Concur.
• Process non-GMP purchase orders and support purchasing activities using Ariba and SAP.
• Own administrative coordination for Tier 4 and site governance meetings, including agendas, pre-reads, meeting materials, minutes and follow-up action trackers.
• Track decisions, action items, milestones, risks and dependencies across multiple site workstreams and identify items requiring leadership attention.
• Coordinate meeting rooms and onsite logistics, including visitors, catering, technology requirements and other meeting needs.
• Maintain site and functional distribution lists, ensuring updates are completed promptly for new hires, transfers and departing employees.
• Serve as the site's master timekeeper, providing backup support to supervisors and managers for employee time records in Workday and helping ensure timekeeping and payroll deadlines are met.
• Partner with the Site Communications Manager to coordinate internal and external visits, including visits from regulators, global leaders, customers and business partners.
• Coordinate visitor logistics including itineraries, transportation, lodging, room reservations, site tours and visa-related checks when applicable.
• Support employee engagement initiatives, recognition programs, town halls, leadership communications and other site events in partnership with Communications and HR.
• Maintain confidentiality and exercise sound judgment when handling sensitive leadership, employee and business information.
• Help reinforce a high-performing, inclusive site culture with a strong commitment to safety, quality and continuous improvement.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED