Executive Associate Jobs in Matawan, NJ (NOW HIRING)

Executive Admin & Project Coordinator– Pharma (Hybrid- New Brunswick, NJ)

We are seeking an Executive Admin and Project Coordinator for our global pharmaceutical client. You will provide administrative and project support to the Executive Director of Global Upstream and Cell Line Development, the Executive Director of Analytical Development and Attribute Sciences and the Senior Director of Potency and Impurities Analytical Development. This is a multi-site organization responsible for development of biologics products. The position requires mastery of the executive associate and project management function, including projection of a strong presence internally and externally with a high level of professionalism. You will perform highly diverse administrative and project management duties, which involve senior level contacts and exposure to sensitive information requiring confidentiality, discretion, and good judgment, as well as the highest level of core behaviors.

This is a 40-hour per-week, 6-month contract (extensions possible), 50% onsite role at the client’s office in New Brunswick, NJ.

This is a W2 role as a Stage 4 Solutions employee. Health benefits and a 401K are offered.
RESPONSIBILITIES:

• Support the Executive Director of Global Upstream and Cell Line Development, the Executive Director of Analytical Development and Attribute Sciences, and the Senior Director of Potency and Impurities Analytical Development (~160 staff across multiple sites)
• Perform highly diverse, and often time-sensitive, complex administrative functions, projects, and tasks; work closely with Biologics Development Operations function to support organization administration & operations
• Manage calendars, schedule meetings, conferences, and events, makes domestic and international travel arrangements, file & manage expense reports, maintain accurate departmental records, and on-board & off-boards contractors and employees.
• Plan and manage year-long calendar, site & vacation schedules for leadership team and department events; manage, coordinate and organize high level department meetings, townhalls, social events, including coordinating content and logistics; manage and keep upto date organizational SharePoint site. Manage meeting minutes in OneNote, send out surveys using MS suite tools or other tools
• Draft and send out communications to department; assemble townhall slide decks and manage overall communications; strong professional writing skills
• Must have a strong understanding of SharePoint, since will be responsible for upkeeping many pages
• Coordinates across other operational and administrative staff in the organization
• Maintain a positive attitude, a high level of productivity, and is adaptable to change. Proactively look ahead at schedules, events, and needs of manager/team, anticipate conflicts, problems and issues, and take appropriate steps to produce desired outcomes with minimum assistance from supervisor.
• Interface in a professional manner with senior executives and staff, handle confidential information with discretion and demonstrate diplomacy and excellent judgment in dealing with sensitive situations.
• Anticipate key issues and implement action plans based on changing priorities and commitments.
• Prioritizes activities and takes action based on an understanding of departmental objectives and business needs.
• Maintains professional and technical knowledge by remaining current with continuous learning modules.

REQUIREMENTS:

• Between 4- 9 years of administrative or comparable experience. Prior Executive Associate or Project Coordinator experience preferred
• Must be highly proficient in various systems (or willing to learn rapidly) (Concur Travel/T&E, MS Teams, SAP, eSetup, Conf Room Scheduling, WorkDay, and Sharepoint) MS Office Suite (Outlook, PPT, Word, Excel, OneNote, Forms, MS Teams); high technology savviness
• Highly motivated, independent thinker with proven problem solving and analytical skills. Ability to utilize technology effectively to support strategic initiatives and/or processes
• Demonstrates ability to prioritize, pro-actively work independently and collaboratively with other administrative assistants/external partners, across organizational levels, functions, and supports business needs across different time zones and during periods of heavy workload.
• The expectation of all administrative assistants within Product Development team is that of true collaboration and partnership to ensure business needs/goals are met. Also required to provide back-up support as needed to cover planned vacations as well as unplanned absences.
• Require Associates Degree; BS is highly desirable in a business based degree

Please submit your resume to our network at https://www.stage4solutions.com/careers/ (please apply to the Executive Admin & Project Coordinator– Pharma (Hybrid- New Brunswick, NJ) role).

Please feel free to forward this project opening to others who may be interested.

Stage 4 Solutions is an equal-opportunity employer. We celebrate diversity and are committed to providing employees with an inclusive environment that is free of discrimination and harassment. All employment decisions are based on the job requirements and candidates’ qualifications, without regard to race, color, religion/belief, national origin, gender identity, age, disability, marital status, genetic information, or other applicable legally protected characteristics.

Compensation: $40-41.95/hr. 

#LI-SW1