Executive Assistant- Pharma Industry

Job Title:
Sr Project Coordinator/Executive Assistant (Hybrid role)

Location:
Princeton NJ

Duration: 5+ Months

• Hybrid Work Schedule – In office 3 days a week
• Associate’s or Bachelor's degree preferred, in operations, business administration, communications, or related studies
• 10 years of experience in a multi‑disciplinary environment, preferably at a global pharmaceutical or biotechnology company
• Extensive experience in a large organization performing coordinator work that requires analysis, initiative, flexibility, and impeccable recordkeeping and record retention skills
• Excellent communication and interpersonal skills with an ability to respond with professionalism in verbal and written communications across all geographies and levels of the organization
• Ideally a digital‑first mindset, and must be comfortable working with new technologies and software programs, including web‑based and digital communications tools
• Proficiency with MS Office suite (e.g., Outlook, Word, Excel, PowerPoint, One Drive, SharePoint, Teams, One Note, Forms)
• Experience with applications (e.g., Concur, Workday, Veeva) is preferred

• Lead the coordination and organization of administrative tasks, contribute to internal communications projects and support execution of events
• Partner closely with team leaders within the C&CA function and cross‑functional departments to ensure effective operations in a fast‑paced environment
• Perform core executive administrative duties for the SVP of the department, support general department needs, coordinate calendars and schedules for Communications & Corporate Affairs leaders, arrange team travel and conference schedules, oversee departmental email in‑boxes, support internal triage, and organize team retreats and events as needed
• Maintain files, archive contracts, purchase order requisitions, etc., and take on advanced communications business tasks over time if warranted
• Represent the department professionally, demonstrating high degree of professionalism, tact, resourcefulness, discretion, organization, proactivity, and excellent attention to detail
• Report directly to the Senior Vice President, Communications & Corporate Affairs; based in Princeton, NJ office, onsite 60% of the time; position is non‑exempt and eligible for overtime
• General administrative and project support to the SVP: manage calendars, arrange meetings and coordinate travel, create and submit expense reports, track reimbursements and corporate card credits, and book travel via Concur
• Assist the SVP with managing the department’s internal/operating budget, assemble budget reports, request purchase order numbers, follow up on invoices, support vendor agreements, and facilitate contracting process
• Support onboarding and offboarding activities for team members within the department
• Plan attendance at conferences and congresses, liaising with other Executive Assistants on cross‑functional executive travel
• Create and edit Word documents, PowerPoint presentations, and Excel worksheets and internal communications materials
• Manage complex calendar, anticipate conflicts, resolve problems diplomatically, schedule and coordinate team meetings, including ongoing maintenance of 1:1s with direct reports, leadership team members, and key stakeholders
• Manage logistical event planning in the New Jersey facilities in close collaboration with global sites, necessitating high level of event planning experience and organizational skills
• Maintain up‑to‑date organizational information, oversee operations, draft meeting agendas and minutes, and track milestones and action items
• Serve as SharePoint administrator and site owner for department collaboration tools, support team sites, electronic files, databases, and other data in a systematic way
• Manage purchase orders through ERP system and track invoices
• Contribute to building department reputation through responsive, respectful, and collaborative communications
• Proactively and independently organize and expedite workflows, initiate follow‑up when necessary to ensure schedules and deadlines are met
• Support other routine or ad hoc tasks and projects as assigned