Job Description

Global pharmaceutical company seeks a Senior Administrative Assistant (Temporary) in Nutley, NJ. This is a long-term, temporary position expected to last 12 months, possibly longer. This role requires prior experience in the Pharmaceutical/Biotech industry. The hourly rate is $28-$33.

Primary Duties:

The Senior Administrative Assistant will provide administrative support to multiple leaders within the Global Regulatory Operations Services (GRSO) department. The position may also support additional departments, projects, or events within the Medicine Development Center as needed. Additional duties include:

Key Responsibilities:

• Serve as a personal assistant to the Head of GRSO, including calendar management and meeting coordination.
• Provide day-to-day administrative support for the GRSO department, acting as the primary point of contact for general inquiries. Maintain proficiency in administrative systems and software (e.g., Concur, travel systems, ReadSoft).
• Procure office and meeting supplies and coordinate IT support as needed.
• Manage document creation and maintenance, including templates in Word, Excel, and PowerPoint, as well as reports, unit objectives, and departmental budgets.
• Maintain and update the department’s internal website at least monthly.
• Manage monthly FTE reporting for U.S. and Canada-based colleagues.
• Coordinate domestic and international travel arrangements, including flights, hotels, car services, and train travel. Assist with passport and visa requirements as needed.
• Support executive-level visitors from other regions and the home office.
• Process travel and entertainment expense reimbursements using Concur. Track expenses and compile monthly P-card expense reports.
• Manage invoice processing and approvals through ReadSoft, resolve vendor discrepancies, and respond to vendor inquiries. Maintain organized records of invoices and related documentation.
• Provide meeting support for both virtual and in-person meetings, including logistics, audiovisual coordination, agendas, meeting materials, and meeting minutes.
• Assist the HR Business Partner with interview scheduling, new-hire onboarding, and other HR-related activities as required.
• Support team-initiated programs and perform ad hoc duties as assigned.

Requirements:

• Associate degree required; Bachelor’s degree preferred.
• Minimum of four years of administrative experience supporting multiple individuals.
• Strong organizational skills with sound judgment and problem-solving abilities.
• Ability to multitask, work independently with minimal supervision, and remain productive in a fast-paced environment.
• Demonstrated ability to handle sensitive and confidential information with discretion.
• Excellent verbal and written communication skills and strong interpersonal skills.
• Proficiency in Outlook and Microsoft Office applications (Word, Excel, PowerPoint).
• Collaborative team player with the ability to work autonomously and manage competing priorities.

The Partnership – Benefits:

• ABA-MEC Medical Benefit
• PEP 401k
• Paid Time Off

Frink-Hamlett Legal Solutions is an equal employment opportunity employer and all applicants will receive consideration for employment without discrimination based on race, color, creed, national origin, sex, age, disability, marital status, sexual orientation or citizenship status.

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