Senior Administrative Assistant

This position is responsible for performing proactive/high‑quality administrative support to multiple members within the Global Regulatory Operation Services (GRSO) department. The administrative assistant may also be assigned to support other departments or projects/events within the Medicine Development Center.

• Personal assistant to the GRSO’s Head, including calendar and meeting management.
• Support day‑to‑day administrative activities for the GRSO department, acting as the point of contact for general inquiries, maintaining knowledge of all administrative systems/software (e.g., Concur, travel agency, Read Soft), procuring office/meeting supplies, and coordinating IT support as needed.
• Document management: create templates (Word, Excel, PowerPoint) and manage documents such as monthly reports, unit objectives, and departmental budget. Maintain and update the GRSO’s internal website at least once a month.
• Manage GRSO’s monthly FTE reporting for all US/Canada colleagues.
• Coordinate both domestic and international travel arrangements for GRSO colleagues, support or arrange executive‑level visitors from the head office and other regions, research travel options via the company travel system/agency, and assist with passport/visa requirements for international travel.
• Expense Report Submission: process travel and entertainment expense reimbursements using ADP Concur for the GRSO Head and GRSO members as needed; track expenses, compile and submit P‑card expense reports monthly.
• Invoice Processing: manage, process, and coordinate approval of invoices via Read Soft monthly; contact vendors to resolve discrepancies, answer vendor inquiries, advise supervisor of errors or non‑compliance issues, and scan copies for filing.
• Meeting support (remote and in‑person): assist with remote meeting setup and administrative support during meetings (logistics, audio‑visual services, meeting minutes); coordinate overall aspects of pre‑, during‑, and post‑meeting activities.
• Assist the HR Business Partner with candidate interview scheduling, new hire onboarding, and other HR activities as required; perform any other team‑initiated programs and ad‑hoc duties.

• 4+ years of related administrative experience supporting multiple individuals.
• Strong organizational skills with excellent judgment and reasoning abilities.
• Customer‑ and employee‑focused; able to multi‑task, work under minimal supervision, and demonstrate resilience and high productivity in a fast‑paced environment.
• Ability to handle sensitive and confidential information appropriately; maintain appropriate archives for relevant and legal documents.
• Excellent verbal and written communication skills, exceptional interpersonal skills, and ability to work cooperatively and collaboratively with others.
• Proficient computer skills with Outlook and Microsoft Office programs (Word, Excel, PowerPoint).
• Collaborative team player who can work autonomously and manage competing demands and shifting priorities.

• Mid‑Senior level

• Contract

• Administrative

• Pharmaceutical Manufacturing, Medical Equipment Manufacturing, and Biotechnology Research