Administrative Assistant - Planet Pharma : Job Details

Job Description This position provides complex administrative support functions for the VP, Head of Program Management and several other R&D groups, ensuring efficient office and logistical operations. May support senior leaders based in Europe. The ability to work independently and flexibly in a fast-paced environment with strong initiative and follow through is essential. Principal Accountabilities To perform this job successfully an individual must be able to perform each essential function satisfactorily: - Responsible for heavy calendar management utilizing Outlook - Experience with support of remote senior leaders and team members - Coordinate meeting arrangements o Schedule meeting with internal and external groups as needed, including organizing all meeting logistics (availability of attendees, meeting rooms and equipment, online conferencing via Lync and catering as required) - Manage confidential and proprietary material effectively and discreetly - Demonstrate proficiency working with the procurement systems and processes, including processing new vendor requests and contracts - Assist with creating/editing executive and/or departmental documents and presentations - Assist with travel needs in accordance with Intercept/Alfasigma travel policy (air, hotel, car, visa, etc.) - File expense reports in electronic and alternative systems as appropriate. - Back up to other administrative assistants as needed, including European colleagues as needed - Oversee and execute timely completion of additional projects, as needed - Establish, update and maintain departmental files and records - Type and format confidential and non-routine documents - Proven ability to work under tight deadlines and pressure in a composed manner - Other duties as assigned Qualifications • Bachelor's degree preferred but not required • 3+ years of related administrative experience in pharmaceuticals/biotechnology strongly preferred • Prior experience working with technical teams or R&D preferred. • Ability to work independently and manage multiple projects with superb accuracy • Exceptional customer service skill with internal and external personnel • Demonstrated exceptional MS Office skills (Word, Excel, Outlook, and PowerPoint). • Ability to build partnerships across the organization • Must be able to work 8:00 am to 5:00 pm Eastern; office-based 3 days per week at NJ US HQ office in Morristown, with 2 remote working days per week Work Experience... - 3+ years of related administrative experience in pharmaceuticals/biotechnology strongly preferred - Prior experience working with technical teams or R&D preferred. Education • Bachelor's degree preferred but not required Competencies & Major Skills • Demonstrated exceptional MS Office skills (Word, Excel, Outlook, and PowerPoint). • Strong verbal and written communication skills are essential. Dual language fluency (English/Italian) is preferred. • Excellent organization and multi-tasking skills. • Exceptional interpersonal skills and problem solving capabilities. • Ability to work effectively across a matrix organization, work independently and prioritize with minimal daily instruction. • Ability to think strategically in order to improve current processes Equal Opportunity Employer: We are proud to be an equal opportunity employer. We welcome and encourage applications from all qualified candidates regardless of race, sex, gender identity or expression, disability, age, religion or belief, sexual orientation, or any other characteristic protected by applicable laws and regulations. It is our policy not to discriminate against any applicant or employee, and we are committed to fostering a diverse, inclusive, and respectful work environment across all locations in which we operate. We believe that diversity, equity, and inclusion are fundamental to our mission and enhance our ability to serve clients globally. If you have a disability or require any reasonable accommodations during the application or interview process, please inform your recruiter or contact us directly so that we can explore the appropriate arrangements. Fraud Alert: Candidate safety is a top priority at Planet Pharma. The industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly, never provide banking information during the application process and always double check the email address of the Recruiter to ensure it's from an official Planet Pharma domain (@planet-pharma.com, @planet-pharma.co.uk, and @ppgadvisorypartners.com) and not a domain with an alternative extension like .net, .org or .jobs.