Executive Assistant
Princeton, New Jersey, United States

Job Summary

Occupation Clerical and Administrative
Specialty Executive Assistant
Location 08648, Lawrence Township, New Jersey, United States
Visa Sponsorship No

Job Description

Last Update: 1/11/24
Job Title: Administrative - Executive Assistant
Duration: 12+ months contract
Location: Lawrenceville, NJ
What are the objectives of the role

Provide support to the two Executive Directors (EDs) to ensure the leadership team works efficiently, organizational goals and team objectives are accomplished, and operations run efficiently
Maintain and refine internal processes, coordinating internal and external resources to expedite workflow
Anticipate operational challenges before they arise, and help resolve problems when they do arise
Manage communication with other business units and global offices, liaising with internal and external constituents on various projects and tasks
Plan and orchestrate work to ensure the executives priorities are met, organizational goals are achieved, and best practices are upheld

What are the daily duties and routines (but not limited to)

Manage professional scheduling for EDs, including agendas, mail, email, calls, travel arrangements, client management, and other company Transportation and Logistics
Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to EDs
Manage, coordinate, and arrange EDs travel and event-related activities, including hotel booking, transportation, meeting briefings, event material preparation
Perform administrative and office support, such spreadsheet creation, maintenance of filing system and contact database
Manage EDs travel expenses using Concur
Assist in the preparation of presentations using MS PowerPoint
Place and track SAP/Ariba requisitions as needed
Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
Organize team communications, coordinate team meetings, follow-up on action items and plan team events

What you bring to be successful

Superb written and verbal communication skills
Strong time-management skills and the ability to organize and coordinate multiple projects at once and across continents/timezones
Proficiency in Microsoft Suite (specifically Excel, Outlook, SharePoint and PowerPoint
Familiarity with Concur, Ariba and other office productivity tools, with aptitude to learn new software and systems
Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
Experience developing internal processes

Job Types: Full-time, Contract
Salary: $43.00 - $45.00 per hour

8 hour shift
Monday to Friday


Associate (Required)


Calendar management: 5 years (Required)
Concur: 5 years (Required)
Presentations using MS PowerPoint: 5 years (Required)
SAP/Ariba: 5 years (Required)
Pharma: 5 years (Required)

Work Location: One location