Sr. Administrative Assistant

Role Summary

Sr. Administrative Assistant to support our Global Regulatory Affairs team in Raritan, NJ. The role involves complex calendar coordination, travel and expense management, document handling, and close collaboration with senior leaders to ensure efficient operations in a fast-paced, high-profile environment.

Responsibilities

• Complex Calendar Coordination: Manage complex calendar scheduling and arrange meetings with internal and external partners, utilizing prioritization skills to resolve conflicts.
• Meeting Logistics: Organize virtual and in-person team meetings, providing logistical support including technology setup, meals, room arrangement, agendas, and materials; onsite support as needed.
• Support Townhalls and Forums: Assist in planning and executing Townhalls or large group forums.
• Department Activities: Handle various department-specific activities proactively.
• Travel Coordination: Arrange international and domestic travel, preparing detailed itineraries and managing passport/visa applications as needed.
• Expense Report Processing: Manage complex expense reports and reconcile balances for senior leaders during complex international travel.
• Organizational Management: Update organizational charts and Outlook distribution lists.
• Communication: Interact effectively with internal/external partners at all levels.
• Professional Standards: Maintain high standards of professionalism, discretion, and independent judgment.
• File and Document Management: Manage complex files for directors and above; create presentation materials and archive documents per guidelines.
• Administrative Guidance: Provide guidance on administrative tasks, including researching policies (travel/expense, PO processes, onboarding).
• Purchase Order Processing: Handle PO processing for Directors and above and monitor departmental finances, including expenditure overviews.
• IT Training and Systems Use: Stay updated with IT training for systems (Zoom, Teams) and perform admin functions across HR, training, time management, and sourcing tools; maintain department SharePoint sites.
• Recruitment and Onboarding Support: Assist in recruitment and onboarding for new employees and contractors, and support offboarding processes.
• Department Communication: Manage department-wide communication and correspondence.

Qualifications

• Associate degree required; Bachelor‚Äôs degree preferred.
• Minimum of 6 years of advanced administrative experience or equivalent.
• Experience supporting multiple Senior Directors or higher.
• Ability to discreetly handle sensitive and confidential information.
• Strong prioritization, confidentiality, and professionalism in a complex environment.
• Ability to anticipate executive needs and prepare information for review with strong organizational skills.
• Leadership, collaboration, and critical thinking skills.
• Efficiency and adaptability in a fast-paced setting.
• Experience coordinating meetings across multiple time zones; global role experience preferred.
• Proficiency in MS Office Suite (PowerPoint, Excel, Word).
• Proficiency with OneDrive, Teams, Zoom, SharePoint, Concur, Workday, Our Source, e-Marketplace; familiarity with IT systems.
• Understanding of department/organizational processes and networks.
• English at least intermediate proficiency (reading/writing/speaking).