Administrative Assistant

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Job description

Job Description: POSITION SUMMARY

• Provide traditional administrative support to WWS personnel as needed. This support may extend to personnel located at other WWS sites when needed. Perform inspection readiness activities for WWS functions as required.

POSITION RESPONSIBILITIES

ALL LEVELS (BUSINESS SUPPORT 2, 3, and 4)

• Provide traditional administrative support to WWS senior leadership in the management of day-to-day activates, including:

o Management of Outlook calendars

o Coordination of cross-functional and off-site meetings (i.e., scheduling, conference room reservations, teleconference/WebEx set-up, and associated logistics)

o Coordination of travel arrangements

o Preparation of expense reports and tracking of reimbursements

o Arrangement of interviews, onboarding and offboarding of employees and contractors

o Arrangement of visitor passes and access

o Preparation of purchase orders, coordination of requests, routing of invoices

o Ordering of supplies and equipment

o Set up and maintenance of electronic and hard copy project and correspondence files

o Management of distribution lists

o Coordination of new employee training

o Preparation and editing of reports and presentations using Microsoft Office software

o Tracking of workflow items, initiating follow-up when necessary

o Creation of meeting agendas and taking of minutes when requested

• Independently identifies problems or issues and implements remedial actions to address

• Responsible for quality of work that impacts supervisor /department/line

• Work with other WWS Administrative Support colleagues to coordinate coverage and provide back-up administrative support for WWS colleagues as needed

BUSINESS SUPPORT 3, 4

• Support activates related to inspection readiness and live inspections

• Perform line-specific activities as requested. Activates may include, but are not limited to:

o Resource management updates (i.e. headcount reports)

o Review and repository maintenance of org charts, CVs and job descriptions

o SharePoint and MS Teams site maintenance

o Reconciliation and quality control of documents

o GDMS document management

o Data analysis and metric development

o Tracking and posting of CMCD/GDMS entries

o AE white mail intake and metric reporting

• Work with other WWS Administrative Support colleagues to provide back-up support for line-specific activities due to periods of high activity or colleague absence

• Develop and provide training on 's administrative procedures and processes

BUSINESS SUPPORT 4

• Support the most complex workflow and inspection readiness activities as required

ORGANIZATIONAL RELATIONSHIPS

• This position will support across WWS supporting Business Management, Safety Quality, Risk Management, Product Safety Surveillance and Drug Safety Unit.

• The role will require direct collaboration with colleagues across sites inclusive of Sr VP, VP and Director level roles.

EDUCATION AND EXPERIENCE

• Minimum administrative experience of 3 years (Business Support 2), 5 years (Business Support 3), 7 years including support of senior leadership (Business Support 4)

• High-school diploma or General Educational Development (GED) required; Bachelor's degree preferred

TECHNICAL SKILLS REQUIREMENTS

• Proficiency in Microsoft Office Suite

• Experience using systems preferred (e.g., Ariba, PT&E, etc)

• Detail-oriented approach to work with strong organizational skills and follow-through

• Excellent communication skills with an ability to respond with professionalism in verbal and written communications with all levels of management

• Ability to interact professionally with internal colleagues, regulatory/government agencies and external organizations

• Problem-solving mentality, including resourcefulness and ability to work across functions (i.e., finance, IT, facilities, site management) to resolve issues as they arise

• Proven ability to prioritize activities and work independently, including handling multiple tasks with tight deadlines and working well under pressure

• Ability to anticipate conflicts and use diplomacy to resolve as required

• Appropriate use of discretion in the management of confidential information

HM NOTES:

PPK (then move to Parsippany end of 2024 or early 2025)

Onsite 3/4 days per week

Schedule: Mandatory onsite 3 days / 4th day maybe work from home / first shift

Interviews: Teams Meeting

Candidate must be willing to work 3 days onsite

Candidate must be willing to move from PPK to Parsippany

Employee Benefits:

At LanceSoft, full time regular employees who work a minimum of 30 hours a week or more are entitled to the following benefits. (To be bought)

Four options of Medical Insurance

Dental and Vision Insurance

401k Contributions

Critical Illness Insurance

Voluntary Permanent Life Insurance

Accident Insurance

Other Employee Perks

About LanceSoft

LanceSoft is rated as one of the largest staffing firms in the US by SIA. Our mission is to establish global cross-culture human connections that further the careers of our employees and strengthen the businesses of our clients. We are driven to use the power of our global network to connect businesses with the right people, and people with the right businesses without bias. We provide Global Workforce Solutions with a human touch.

EEO Employer

LanceSoft is a certified Minority Business Enterprise (MBE) and an equal opportunity employer. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. LanceSoft makes hiring decisions based solely on qualifications, merit, and business needs at the time

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