Executive Assistant Job at PSG Global Solutions in Woodcliff Lake

Overview

Executive Assistant at Real. We are committed to delivering exceptional service, supporting our candidates and partnering with pharmaceutical, biotechnology and medical companies. We value talent, training and long-term career opportunities to help employees excel and deliver the expertise Real is known for. Relationships are at the heart of our work, with knowledge sharing and international networks to provide global perspectives.

Job Description

Support VP Oncology Regulatory Affairs and team including Sr. Directors, Director, Assoc. Directors and Managers.

Under the direction of the immediate supervisor(s), oversee the day-to-day operations of a department and follow up to ensure appropriate implementation of decisions made by supervisor.

Act as a resource person regarding the department's policies and procedures and resolve complex problems within area of responsibility.

Responsibilities

• Oversee the day-to-day operations of the department.
• Establish priorities and schedules of projects.
• Participate in the development and implementation of projects, work methods and procedures.
• Recommend procedural changes to improve unit efficiency.
• Calendar management: Manage calendars via Lotus Notes; advise others on colleagues' availability for meetings (on- and off-site). Arrange meetings including Audiovisual Services, WebEx, Audio Conference and catering / luncheons (upon request). Set up and arrange off-site meetings as needed (e.g., regulatory rehearsals in preparation for FDA meetings, usually off-site in the Washington DC / Maryland area for 10–15 people).
• Document management: Maintain and update Oncology Regulatory Affairs documents. Process documents for approval. Organize and update documents.
• Invoice processing: Process invoice transactions for Oncology Regulatory Affairs; obtain approval; submit for payment; monitor overdue invoices and track status. Contact vendors to resolve discrepancies, answer inquiries, and scan documents for filing.
• Purchase orders: Prepare and process requisitions and purchase orders for supplies and equipment. Develop and implement purchasing and contract management instructions, policies, and procedures. Maintain records of goods ordered and received.
• Contract approval: Coordinate with Legal, Finance, and Oncology Regulatory Affairs teams to establish MSAs and SOWs for independent vendors and consultants. Procure federal ID numbers for each vendor; generate vendor IDs, PO numbers, and SRM shopping carts. Generate bid deviation forms when necessary. Maintain contract and bid files.
• Travel coordination: Research travel options and finalize arrangements (car service, train, air, hotel). For conferences, register and book logistics via conference websites.
• Expense report submission: Process travel and entertainment expense reimbursements using ADP Concur. Reconcile purchasing cards monthly.
• Perform other administrative tasks as appropriate.
• Miscellaneous: Print, copy, and scan documents. Obtain articles and e-journals for staff using Information Express, PubMed, and other sources.
• Handle projects with Regulatory group as needed.

Qualifications

• BA / BS degree preferred.
• A minimum of 5-7 years' experience supporting multiple teams and management within the pharmaceutical industry.
• Good written and oral communication skills.
• Responds to inquiries from internal and external personnel with appropriate judgment and initiative to address critical issues.
• Professional presentation, confidentiality, and ability to manage relationships with diplomacy.
• Highly proactive and productive with the ability to plan and manage tasks and long-term projects with minimal supervision.
• Ability to work in a fast-paced environment and multitask.
• Proficiency in standard PC applications (MS Word, PowerPoint, Excel, Lotus Notes).
• Ability to organize, prioritize, and coordinate multiple work activities to meet deadlines.
• Establish and maintain effective working relationships with colleagues and stakeholders.
• Executive-level professionalism and confidentiality.
• Self-starter who can anticipate needs and timing in advance without daily supervision.
• Self-motivated and capable of working independently due to candidate travel requirements.
• Strong attention to detail, initiative, problem-solving skills, tact, diplomacy, and a courteous, professional manner when dealing with internal and external customers.

Additional Information

All your information will be kept confidential according to EEO guidelines. If this is the job opportunity for you, please contact us. If you know someone who might be interested, feel free to pass it along. We look forward to hearing from you!