Administrative Assistant - Integrated Resources, Inc
Peapack, NJ 07977
About the Job
Job Description: POSITION SUMMARY
" Provide traditional administrative support to WWS personnel as needed. This support may extend to personnel located at other WWS sites when needed. Perform inspection readiness activities for WWS functions as required.
POSITION RESPONSIBILITIES
ALL LEVELS (BUSINESS SUPPORT 2, 3, and 4)
" Provide traditional administrative support to WWS senior leadership in the management of day-to-day activates, including:
o Management of Outlook calendars
o Coordination of cross-functional and off-site meetings (i.e., scheduling, conference room reservations, teleconference/WebEx set-up, and associated logistics)
o Coordination of travel arrangements
o Preparation of expense reports and tracking of reimbursements
o Arrangement of interviews, onboarding and offboarding of employees and contractors
o Arrangement of visitor passes and access
o Preparation of purchase orders, coordination of requests, routing of invoices
o Ordering of supplies and equipment
o Set up and maintenance of electronic and hard copy project and correspondence files
o Management of distribution lists
o Coordination of new employee training
o Preparation and editing of reports and presentations using Microsoft Office software
o Tracking of workflow items, initiating follow-up when necessary
o Creation of meeting agendas and taking of minutes when requested
" Independently identifies problems or issues and implements remedial actions to address
" Responsible for quality of work that impacts supervisor /department/line
" Work with other WWS Administrative Support colleagues to coordinate coverage and provide back-up administrative support for WWS colleagues as needed
BUSINESS SUPPORT 3, 4
" Support activates related to inspection readiness and live inspections
" Perform line-specific activities as requested. Activates may include, but are not limited to:
o Resource management updates (i.e. headcount reports)
o Review and repository maintenance of org charts, Client and job descriptions
o SharePoint and MS Teams site maintenance
o Reconciliation and quality control of documents
o GDMS document management
o Data analysis and metric development
o Tracking and posting of CMCD/GDMS entries
o AE white mail intake and metric reporting
" Work with other WWS Administrative Support colleagues to provide back-up support for line-specific activities due to periods of high activity or colleague absence
" Develop and provide training on *** s administrative procedures and processes
BUSINESS SUPPORT 4
" Support the most complex workflow and inspection readiness activities as required
ORGANIZATIONAL RELATIONSHIPS
" This position will support across WWS supporting Business Management, Safety Quality, Risk Management, Product Safety Surveillance and Drug Safety Unit.
" The role will require direct collaboration with colleagues across sites inclusive of Sr VP, VP and Director level roles.
EDUCATION AND EXPERIENCE
" Minimum administrative experience of 3 years (Business Support 2), 5 years (Business Support 3), 7 years including support of senior leadership (Business Support 4)
" High-school diploma or General Educational Development (GED) required; Bachelor s degree preferred
TECHNICAL SKILLS REQUIREMENTS
" Proficiency in Microsoft Office Suite
" Experience using *** systems preferred (e.g., Ariba, PT&E, etc)
" Detail-oriented approach to work with strong organizational skills and follow-through
" Excellent communication skills with an ability to respond with professionalism in verbal and written communications with all levels of management
" Ability to interact professionally with internal colleagues, regulatory/government agencies and external organizations
" Problem-solving mentality, including resourcefulness and ability to work across functions (i.e., finance, IT, facilities, site management) to resolve issues as they arise
" Proven ability to prioritize activities and work independently, including handling multiple tasks with tight deadlines and working well under pressure
" Ability to anticipate conflicts and use diplomacy to resolve as required
" Appropriate use of discretion in the management of confidential information
" Provide traditional administrative support to WWS personnel as needed. This support may extend to personnel located at other WWS sites when needed. Perform inspection readiness activities for WWS functions as required.
POSITION RESPONSIBILITIES
ALL LEVELS (BUSINESS SUPPORT 2, 3, and 4)
" Provide traditional administrative support to WWS senior leadership in the management of day-to-day activates, including:
o Management of Outlook calendars
o Coordination of cross-functional and off-site meetings (i.e., scheduling, conference room reservations, teleconference/WebEx set-up, and associated logistics)
o Coordination of travel arrangements
o Preparation of expense reports and tracking of reimbursements
o Arrangement of interviews, onboarding and offboarding of employees and contractors
o Arrangement of visitor passes and access
o Preparation of purchase orders, coordination of requests, routing of invoices
o Ordering of supplies and equipment
o Set up and maintenance of electronic and hard copy project and correspondence files
o Management of distribution lists
o Coordination of new employee training
o Preparation and editing of reports and presentations using Microsoft Office software
o Tracking of workflow items, initiating follow-up when necessary
o Creation of meeting agendas and taking of minutes when requested
" Independently identifies problems or issues and implements remedial actions to address
" Responsible for quality of work that impacts supervisor /department/line
" Work with other WWS Administrative Support colleagues to coordinate coverage and provide back-up administrative support for WWS colleagues as needed
BUSINESS SUPPORT 3, 4
" Support activates related to inspection readiness and live inspections
" Perform line-specific activities as requested. Activates may include, but are not limited to:
o Resource management updates (i.e. headcount reports)
o Review and repository maintenance of org charts, Client and job descriptions
o SharePoint and MS Teams site maintenance
o Reconciliation and quality control of documents
o GDMS document management
o Data analysis and metric development
o Tracking and posting of CMCD/GDMS entries
o AE white mail intake and metric reporting
" Work with other WWS Administrative Support colleagues to provide back-up support for line-specific activities due to periods of high activity or colleague absence
" Develop and provide training on *** s administrative procedures and processes
BUSINESS SUPPORT 4
" Support the most complex workflow and inspection readiness activities as required
ORGANIZATIONAL RELATIONSHIPS
" This position will support across WWS supporting Business Management, Safety Quality, Risk Management, Product Safety Surveillance and Drug Safety Unit.
" The role will require direct collaboration with colleagues across sites inclusive of Sr VP, VP and Director level roles.
EDUCATION AND EXPERIENCE
" Minimum administrative experience of 3 years (Business Support 2), 5 years (Business Support 3), 7 years including support of senior leadership (Business Support 4)
" High-school diploma or General Educational Development (GED) required; Bachelor s degree preferred
TECHNICAL SKILLS REQUIREMENTS
" Proficiency in Microsoft Office Suite
" Experience using *** systems preferred (e.g., Ariba, PT&E, etc)
" Detail-oriented approach to work with strong organizational skills and follow-through
" Excellent communication skills with an ability to respond with professionalism in verbal and written communications with all levels of management
" Ability to interact professionally with internal colleagues, regulatory/government agencies and external organizations
" Problem-solving mentality, including resourcefulness and ability to work across functions (i.e., finance, IT, facilities, site management) to resolve issues as they arise
" Proven ability to prioritize activities and work independently, including handling multiple tasks with tight deadlines and working well under pressure
" Ability to anticipate conflicts and use diplomacy to resolve as required
" Appropriate use of discretion in the management of confidential information
Source : Integrated Resources, Inc
