Administration Specialist - LanceSoft Inc
Raritan, NJ 08869
About the Job
Senior Administrative Assistant - Global Commercial Organization, Neuroscience Autoantibody (AAb)
This position will provide comprehensive administrative support for the Neuroscience Autoantibody Commercial Team Leader, including light assistance to the AAb global commercial team members.
Key Responsibilities
Proactive calendar coordination, including scheduling and arranging meetings with internal and external partners to ensure leaders time is accurately prioritized
Provide support group meetings (i.e. Town Hall meetings) including logistical support; obtain meeting room space, catering requirements, AV support, agenda support. large group, cross functional launch meeting coordination
Domestic and international travel arrangements; The leader travels about 40% of the year, must be able to handle complex calendar and international travel responsibilities for the leader
Prepare documents of a highly confidential and sensitive nature such as presentations, memos and correspondence, expense reports
Proficiency in utilizing and innovating on current technology platforms, including; Excel, Outlook, PowerPoint, Word, web page navigation, Concur, SharePoint, WebEx (BT meetings), Zoom, Teams, Global Connect, Workday, Our Source, e-marketplace
Coordinate and administer Global Services Service Excellence and Experience engagements by managing statements of work and purchase orders; tracking expenditures and follow-up on actual expenses in variance reports; processing invoices and tracking against monthly reports; developing periodic reporting and communicating purchase order status reports.
Achieve results in the absence of day-to-day mentorship with ability to positively advocate for oneself when guidance, is needed
Maintain strict confidentiality and exercising independent discretion and judgment to tackle complex problems
The Senior Assistant may provide back up support to other Administrative Assistants.
Qualifications
A minimum of a high school diploma is required, preferably a Bachelor's degree
A minimum of 6-10 years of experience in an administrative capacity supporting senior management is required.
Excellent communication skills are required.
Strong leadership, interpersonal, teamwork, analytical and problem-solving skills are required.
Sound judgment and discretion with ability independently to assess and resolve complex situations and shift priorities as the need arises
The ability to prioritize, maintain confidentiality, and operate with patience and integrity in a complex, high-profile, and rapidly changing environment is required.
Demonstrated project management experience.
Large event planning experience required.
Strong organizational skills and attention to detail is required.
Demonstrated proficiency in Microsoft Office programs (Word, Excel, PowerPoint, and Outlook) is required.
Expertise in Microsoft PowerPoint is preferred.
Experience with productivity tools and portal technologies (i.e. Zoom, Microsoft Teams, Global Connect, SharePoint sites) is required.
Expense reporting system (Concur) is required.
Experience with software based platforms, remote communications platforms and IT is highly desired
Experience with Ariba, eMarketplace, Aravo, Concur, Totality, and/ or running budgets is highly preferred.
This position will provide comprehensive administrative support for the Neuroscience Autoantibody Commercial Team Leader, including light assistance to the AAb global commercial team members.
Key Responsibilities
Proactive calendar coordination, including scheduling and arranging meetings with internal and external partners to ensure leaders time is accurately prioritized
Provide support group meetings (i.e. Town Hall meetings) including logistical support; obtain meeting room space, catering requirements, AV support, agenda support. large group, cross functional launch meeting coordination
Domestic and international travel arrangements; The leader travels about 40% of the year, must be able to handle complex calendar and international travel responsibilities for the leader
Prepare documents of a highly confidential and sensitive nature such as presentations, memos and correspondence, expense reports
Proficiency in utilizing and innovating on current technology platforms, including; Excel, Outlook, PowerPoint, Word, web page navigation, Concur, SharePoint, WebEx (BT meetings), Zoom, Teams, Global Connect, Workday, Our Source, e-marketplace
Coordinate and administer Global Services Service Excellence and Experience engagements by managing statements of work and purchase orders; tracking expenditures and follow-up on actual expenses in variance reports; processing invoices and tracking against monthly reports; developing periodic reporting and communicating purchase order status reports.
Achieve results in the absence of day-to-day mentorship with ability to positively advocate for oneself when guidance, is needed
Maintain strict confidentiality and exercising independent discretion and judgment to tackle complex problems
The Senior Assistant may provide back up support to other Administrative Assistants.
Qualifications
A minimum of a high school diploma is required, preferably a Bachelor's degree
A minimum of 6-10 years of experience in an administrative capacity supporting senior management is required.
Excellent communication skills are required.
Strong leadership, interpersonal, teamwork, analytical and problem-solving skills are required.
Sound judgment and discretion with ability independently to assess and resolve complex situations and shift priorities as the need arises
The ability to prioritize, maintain confidentiality, and operate with patience and integrity in a complex, high-profile, and rapidly changing environment is required.
Demonstrated project management experience.
Large event planning experience required.
Strong organizational skills and attention to detail is required.
Demonstrated proficiency in Microsoft Office programs (Word, Excel, PowerPoint, and Outlook) is required.
Expertise in Microsoft PowerPoint is preferred.
Experience with productivity tools and portal technologies (i.e. Zoom, Microsoft Teams, Global Connect, SharePoint sites) is required.
Expense reporting system (Concur) is required.
Experience with software based platforms, remote communications platforms and IT is highly desired
Experience with Ariba, eMarketplace, Aravo, Concur, Totality, and/ or running budgets is highly preferred.
Source : LanceSoft Inc
