Job Title: Sr Administrative Assistant
Duration: 12 Months
Location: Princeton, NJ 08540
 
Duties:
Provides diverse and advanced administrative duties for executive leaders. Independently makes administrative decisions, handles complex detailed situations, and maintains confidential records that are critical in nature.
 
Primary Duties & Responsibilities:

• Manages administrative support for complex and diverse duties.
• Handles business, company, and personnel details of a highly confidential and sensitive nature.
• Independently gathers, assembles and analyzes information from a variety of sources to prepare reports, manuals, agendas, correspondence and memoranda's, including presentation materials for Board of Directors and other significant meetings for presenting executive level information.
• Maintains executive's calendar and travel schedules.
• Coordinates meetings and conferences and makes travel arrangements, including both domestic and international travel.
• Initiates high-level contacts, of a sensitive nature, inside and outside the company.
• Manages travel arrangements for assigned executives.
• Manages and coordinates logistics for on/off-site meetings and conferences, keeping all parties informed.
• Reconciles and manages expense reports through purchase orders and concur/corporate credit cards for executive leadership and assigned executives and client group(s) at the Sr. Director level and above.
• Maintains and assists with calendar of events such as investor conferences, scientific conferences, high priority meetings and other key company events.
• Prepares materials for leadership including proof-reading documents, presentations, spreadsheets, and printing & copying materials needed.
• Works with appropriate colleagues/departments to support the creation and management of the processing of statements of work, purchase orders, master service agreements and any other confidential records related to department work.
• Manages scope of work and contracting efforts via agreement request form, and documents updates with internal departments and third parties, as needed.
• Assists with logistics in company events and activities.
• Support interdepartmental and/or cross functional projects and collaborate with other administrative staff to share best practices and coordinate initiatives.
• Performs project administration responsibilities and other assignments as directed.

 Skills:

• An equivalent combination of relevant education and applicable job experience may be considered. Pharmaceutical or biotech experience strongly desired.

Must possess:

• Experience supporting high level executives.
• Must be able to independently manage schedules, coordinate multiple projects, priorities, and resources in a fast-paced environment.
• Experience with administrative support.
• Ability to think through a project or task of diverse complexity and execute from beginning to end, independently. Strong analytical skills and the ability to comprehend difficult instructions.
• Excellent professional ethics, integrity and the ability to maintain confidential information.
• Strong interpersonal skills, including tack, diplomacy, judgement and flexibility.
• Highly skilled and proficient with all MS Suites programs, including Outlook, Word, Excel, and PowerPoint.
• Strong organizational skills with comprehensive follow-through and high level of attention to detail.
• Ability to work independently as well as a strong team-work and collaborative environment.
• Excellent written communication skills including effective editing ability.
• Ability to effectively share information and ideas within and outside of department in written or verbal form; able to put forth own ideas and gain understanding from others, and provide recommendations in a clear and concise manner.
• Prior experience in a pharmaceutical company supporting executives strongly preferred Knowledge of pharmaceutical terminology helpful.

Education: Bachelor's degree and 4 years' related administrative experience supporting senior level executives. 

About Us: SPECTRAFORCE is one of the fastest-growing workforce solutions firms in the United States. As a diversity-owned business, we place human connection at the heart of everything we do, building strong relationships with both clients and candidates to fill roles successfully. Our teams in North and Central America and India serve more than 150 Fortune clients globally, leveraging custom AI technology to provide direct hire, executive search, nearshoring, offshoring, and project staffing solutions.
 
Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.

Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation.
 
California Applicant Notice: SPECTRAFORCE is committed to complying with the California Privacy Rights Act (“CPRA”) effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAHR@spectraforce.com.
 
LA County, CA Applicant Notice: If you are selected for this position with SPECTRAFORCE, your offer is contingent upon the satisfactory completion of several requirements, including but not limited to, a criminal background check. We consider qualified applicants with arrest or conviction records for employment in accordance with all local ordinances and state laws, including the Los Angeles County Fair Chance Ordinance for Employers (FCO) and the California Fair Chance Act (FCA). The background check assessment will consider whether a criminal history could reasonably have a direct, adverse impact on the job-related safety, security, trust, regulatory compliance, or suitability for this role. Such findings may result in withdrawal of a conditional job offer. 


At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $30.00/hr.