Executive Administrator

Job Description

Job Description

Lynkx Staffing LLC specializes in placing professionals in the Pharmaceutical and Medical Device industries in New Jersey. Our Pharmaceutical client seeks an Executive Administrator to perform and oversee all administrative related services for the EVP and Head of Quality Assurance. The position requires broad knowledge of corporate operations and policy, overall pharmaceutical industry drug development administration and GCP. A high level of administrative support and advanced computer technology experience is required. Ability to multi-task, manage projects and perform without supervision is essential. Must operate with discretion and great latitude for independent judgment and initiative.

• Provide general administrative support and organizational assistance including calendar management, travel arrangements (both domestic and international) arranges for registration and attendance at industry events. Ensures memberships to organizations and societies are current. Responsible for both on-site and off-site meeting execution.
• Provide administrative support to the Executive Leadership Team including on-going weekly meeting management, management of all off-site meeting events, expense reporting related to all ELT events and purchases of collateral materials.
• Prepare and manage all expense reports.
• Prepare power point presentations and statistical reports as required.
• Support annual budget preparation and oversight for the department.
• Perform duties necessary in making arrangements for company attendance at select annual industry meetings, including contracting for block room housing (providing housing for attendees from the general company) and also assists in all aspects of event planning for special meetings at the annual functions. Manage expense reports and budget related to these events.
• Act as reporting manager for the Senior Administrative Assistant of Drug Development Department.
• Act as Administrator to internal operational database (QuickBase), liaising with all departments and programmer to manage all aspects of system enhancements, data entry, data mining and reporting.
• Responsible for maintaining budget throughout the year and approving all invoices related to programming as well as the Intuit account contract.
• Act as Administrator to the internal Key Issues Forum (KIF), supporting co-chairs and ensuring schedule of monthly meetings throughout the year. Responsible for maintaining KIF membership list, drafting agenda, communicating agenda to presenters/attendees, drafting minutes and distributing final minutes to the group.
• Suggest and drive improvement and design processes to enhance work flow.
• Responsible for ordering general office supplies and specific purchases of materials for employee enrichment/education as requested.
• Other duties as assigned.

• BA preferred
• CPS or CAP certification a plus
• 8+ years in a corporate environment
• Experience in Pharmaceutical industry
• Familiarity with budgetary tracking/accounting systems a plus
• Must have strong skill set in current versions of MS Word, Excel, Publisher, Power Point and the Internet as well as Google Mail for business. Database experience a plus. Knowledge of video conferencing and web-ex systems
• Excellent verbal and written communication skills required
• A professional appearance and telephone manner is essential
• Must have high level of interpersonal skills to handle sensitive and confidential situations
• Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
• Must have good command of the English language, oral and written.